The Business Master (3rd Edition)

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RELIANCE MAILING LIST USER MANUAL Version 2.40 by William Meacham January, 1992 This is a user-supported product. It is not public domain and it is not free. You are granted a limited license to use this product on a trial basis. If you wish to continue using the product after evaluating it, please register. Send $25 (manual on disk) or $35 (to get a printed manual) to the address below. You may make copies of this software for your friends or computer club, etc. You may not resell the software for your own profit. See Chapter 2 for more information. BENEFITS OF REGISTRATION: (a) Additional utility programs to manipulate your data files, import data, and reconstruct the master file after disk errors; (b) notice of future upgrades; (c) reduced price on future upgrades. Copyright (c) 1992 William Meacham Reliance Software Services 1004 Elm Street, Austin Tx 78703 DISCLAIMER OF WARRANTY AND LIMITED WARRANTY THIS SOFTWARE AND ACCOMPANYING WRITTEN MATERIALS, INCLUDING INSTRUCTIONS FOR USE, ARE PROVIDED "AS IS" WITHOUT WARRANTY AS TO THEIR PERFORMANCE, MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE. THE ENTIRE RISK AS TO THE RESULTS AND PERFORMANCE OF THE SOFTWARE IS ASSUMED BY YOU. If you purchased the software directly from me, William Meacham, dba Reliance Software Services, I'll replace a defective diskette without charge for 90 days after you purchase it. IN NO EVENT SHALL WILLIAM MEACHAM, RELIANCE SOFTWARE SERVICES, OR ANYONE ELSE WHO HAS BEEN INVOLVED IN THE CREATION, PRODUCTION OR DELIVERY OF THIS SOFTWARE BE LIABLE FOR ANY DIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES (INCLUDING DAMAGES FOR LOSS OF BUSINESS PROFITS, BUSINESS INTERRUPTION, LOSS OF BUSINESS INFORMATION, AND THE LIKE) ARISING OUT OF THE USE OR INABILITY TO USE THE PRODUCT, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Contents Chapter 1 About This Manual 1.1 What is in the manual . . . . . . . . . . . . 1.1 Using the manual . . . . . . . . . . . . . . 1.2 Chapter 2 About The Software 2.1 The Reliance Mailing List program . . . . . . 2.1 Experience necessary . . . . . . . . . . . . 2.2 Equipment Needed . . . . . . . . . . . . . . 2.2 About Shareware . . . . . . . . . . . . . . . 2.3 Why register . . . . . . . . . . . . . . . 2.3 Restricted permission to copy . . . . . . 2.4 Chapter 3 Getting Started 3.1 What is on the diskettes . . . . . . . . . . 3.1 To copy the software for others . . . . . 3.2 How to install the software . . . . . . . . . 3.2 Floppy disk . . . . . . . . . . . . . . . 3.2 Hard disk . . . . . . . . . . . . . . . . 3.3 Get rid of old versions . . . . . . . . . 3.4 Using data from old versions . . . . . . . . 3.4 How to use the keyboard . . . . . . . . . . . 3.4 Using the cursor control keys . . . . . . 3.4 Entering dates . . . . . . . . . . . . . . 3.5 Entering a negative number . . . . . . . . 3.5 Yes/No Answers . . . . . . . . . . . . . . 3.6 Correcting mistakes . . . . . . . . . . . 3.6 Press space bar . . . . . . . . . . . . . 3.6 Caution . . . . . . . . . . . . . . . . . . . 3.6 Chapter 4 The Mailing List program 4.1 Starting the program . . . . . . . . . . . . 4.1 Title screen, Date, Drive and Path . . . . 4.1 Creating files the first time . . . . . . 4.2 The Main Menu . . . . . . . . . . . . . . . . 4.3 Overview of the Main Menu . . . . . . . . 4.3 The Utility Menu . . . . . . . . . . . . . . 4.5 Overview of the Utility Menu . . . . . . . 4.5 Change colors (Utility Menu) . . . . . . . . 4.7 Set up your printer (Utility Menu) . . . . . 4.7 Compressed print . . . . . . . . . . . . . 4.8 New page method . . . . . . . . . . . . . 4.9 To save data . . . . . . . . . . . . . . . 4.9 Define selection categories (Utility Menu) . 4.10 Change data file ID (Utility Menu) . . . . 4.11 i Change other options (Utility Menu) . . . . 4.11 Zip code . . . . . . . . . . . . . . . . 4.11 Labels in upper case . . . . . . . . . . 4.12 Current date . . . . . . . . . . . . . . 4.12 Count names used (Utility Menu) . . . . . . 4.13 Selecting names for output . . . . . . . 4.13 All the names . . . . . . . . . . . . . 4.13 By category . . . . . . . . . . . . . . 4.13 By user code . . . . . . . . . . . . . . 4.14 By state . . . . . . . . . . . . . . . . 4.15 By zip code . . . . . . . . . . . . . . 4.15 By date . . . . . . . . . . . . . . . . 4.15 By contribution . . . . . . . . . . . . 4.15 Display System Control Information (Utility Menu) . . . . . . . . . . . . . . . . . . . 4.17 Print System Control Information (Utility Menu) . . . . . . . . . . . . . . . . . . . 4.17 Add a name (Main Menu) . . . . . . . . . . 4.18 Browse names (Main Menu) . . . . . . . . . 4.20 Displaying different names . . . . . . . 4.20 Changing a name . . . . . . . . . . . . 4.21 Recording a contribution . . . . . . . . 4.21 Deleting a name . . . . . . . . . . . . 4.22 Print list of names (Main Menu) . . . . . . 4.23 Print labels (Main Menu) . . . . . . . . . 4.25 Different names . . . . . . . . . . . . 4.25 The same name . . . . . . . . . . . . . 4.25 Label style . . . . . . . . . . . . . . 4.26 Define your own labels . . . . . . . . . 4.27 Printing the labels . . . . . . . . . . 4.28 Create file to export data (Main Menu) . . 4.30 Procedure . . . . . . . . . . . . . . . 4.30 Using the Export Files . . . . . . . . . 4.31 Error message . . . . . . . . . . . . . 4.33 Change data files (Main Menu) . . . . . . . 4.34 Exiting the program . . . . . . . . . . . . 4.35 Chapter 5 The Utility Program 5.1 Installing the program . . . . . . . . . . . 5.1 Starting the program . . . . . . . . . . . . 5.1 The Main Menu . . . . . . . . . . . . . . . . 5.1 Overview of the Utility Program . . . . . 5.2 Fix . . . . . . . . . . . . . . . . . . . . . . 5.4 Introduction . . . . . . . . . . . . . . . . 5.4 Procedure . . . . . . . . . . . . . . . . . . 5.4 Find Duplicates . . . . . . . . . . . . . . . . 5.7 Procedure . . . . . . . . . . . . . . . . . . 5.7 Drive and path . . . . . . . . . . . . . . 5.7 What to compare . . . . . . . . . . . . . 5.8 Where to list the duplicates . . . . . . . 5.8 Press space bar ... . . . . . . . . . . . 5.8 Understanding the output . . . . . . . . . . 5.9 Stopping before the end . . . . . . . . 5.10 At the end . . . . . . . . . . . . . . . 5.10 ii Correcting the duplicates . . . . . . . . . 5.11 Extract . . . . . . . . . . . . . . . . . . . 5.12 Split . . . . . . . . . . . . . . . . . . . . 5.13 Error message . . . . . . . . . . . . . . . 5.15 Merge . . . . . . . . . . . . . . . . . . . . 5.16 Chapter 6 Protecting your data 6.1 Backing up your data . . . . . . . . . . . . 6.1 Floppy disk . . . . . . . . . . . . . . . 6.1 Hard disk . . . . . . . . . . . . . . . . 6.1 Caution . . . . . . . . . . . . . . . . . 6.2 Restoring your data . . . . . . . . . . . . . 6.2 Floppy disk . . . . . . . . . . . . . . . 6.2 Hard disk . . . . . . . . . . . . . . . . 6.2 Insufficient disk space . . . . . . . . . . . 6.2 Using the BACKUP program . . . . . . . . . . 6.3 If things go wrong with BACKUP . . . . . . 6.4 Using the RESTORE program . . . . . . . . . . 6.5 If things go wrong with RESTORE . . . . . 6.6 Do not copy BACKUP files . . . . . . . . . . 6.6 Chapter 7 Error messages 7.1 Appendix A Converting Data from earlier versions A.1 Appendix B Importing data from a comma-delimited file B.1 About the program . . . . . . . . . . . . . . B.1 Installing the program . . . . . . . . . . . B.1 Overview of Procedures . . . . . . . . . . . B.1 The Comma-Delimited Text File . . . . . . . . B.2 Example . . . . . . . . . . . . . . . . . B.3 Running the program . . . . . . . . . . . . . B.4 Source drive, path and filename . . . . . B.5 Target drive and path . . . . . . . . . . B.5 First line of the comma-delimited file . . B.6 Field numbers . . . . . . . . . . . . . . B.6 Results . . . . . . . . . . . . . . . . . B.7 If your data is not correct . . . . . . . . . B.7 Other . . . . . . . . . . . . . . . . . . . . B.8 Appendix C Examples C.1 Appendix D Hints D.1 Using subdirectories for multiple sets of data . D.1 Multiple selection . . . . . . . . . . . . . . . D.1 Using a Laserjet printer . . . . . . . . . . . . D.2 Compressed print . . . . . . . . . . . . . . D.2 Mailing labels . . . . . . . . . . . . . . D.3 On-disk documentation . . . . . . . . . . . . D.3 Appendix E Technical Information E.1 Mailing List Data Files . . . . . . . . . . . . E.1 Record type declarations . . . . . . . . . . E.1 iii Using the data files . . . . . . . . . . . . E.3 Export File Formats . . . . . . . . . . . . . . E.4 Field formats . . . . . . . . . . . . . . . . E.4 File Formats . . . . . . . . . . . . . . . . E.5 Wordstar-style comma-delimited . . . . . . E.5 Basic-style comma-delimited . . . . . . . E.5 Lotus 1-2-3 import file . . . . . . . . . E.6 Microsoft Word . . . . . . . . . . . . . . E.6 WordPerfect . . . . . . . . . . . . . . . E.6 Sprint . . . . . . . . . . . . . . . . . . E.7 Appendix F History of revisions F.1 Earlier versions . . . . . . . . . . . . . . F.1 Version 2.40 . . . . . . . . . . . . . . . . F.2 Appendix G Reliance Software Order form G.1 Other Reliance software . . . . . . . . . . . G.1 Nonprofit General Ledger . . . . . . . . . G.1 User Interface source code . . . . . . . . G.2 Order Form . . . . . . . . . . . . . . . . . G.3 iv Figures Figure 4.1: Main Menu . . . . . . . . . . . . . . . 4.3 Figure 4.2: Utility Menu . . . . . . . . . . . . . 4.5 Figure 4.3: Change Colors . . . . . . . . . . . . . 4.7 Figure 4.4: Set Up your Printer . . . . . . . . . . 4.8 Figure 4.5: Define Selection Categories . . . . . .4.10 Figure 4.6: Change Other Options . . . . . . . . .4.11 Figure 4.7: Select For Output . . . . . . . . . . .4.13 Figure 4.8: By Category . . . . . . . . . . . . . .4.14 Figure 4.9: By User Code . . . . . . . . . . . . .4.15 Figure 4.10: By Contribution . . . . . . . . . . .4.16 Figure 4.11: System Control Information . . . . . .4.17 Figure 4.12: Add a Name . . . . . . . . . . . . . .4.18 Figure 4.13: Choose List Style . . . . . . . . . .4.23 Figure 4.14: Labels: Different names or the same name . . . . . . . . . . . . . . . . .4.25 Figure 4.15: Choose Label Style . . . . . . . . . .4.26 Figure 4.16: Define Your Own Labels . . . . . . . .4.27 Figure 4.17: Print Test Pattern . . . . . . . . . .4.28 Figure 4.18: Create File to Export Data . . . . . .4.30 Figure 4.19: Choose Fields for Export File . . . .4.31 Figure 4.20: Change Data Files . . . . . . . . . .4.34 Figure 5.1: Utility Program Main Menu . . . . . . . 5.2 Figure 5.2: Split . . . . . . . . . . . . . . . . .5.13 Figure 5.3: Merge . . . . . . . . . . . . . . . . .5.16 Figure B.1: Source and Target files . . . . . . . . B.4 Figure B.2: Field Numbers . . . . . . . . . . . . . B.6 Figure B.3: Results . . . . . . . . . . . . . . . . B.7 v Chapter 1 About This Manual This manual tells you how to use the Reliance Mailing List program, a powerful, yet easy-to-use name and address list manager. Like any software manual, it has two purposes: 1. To teach you how to use the software. 2. To serve as a reference once you have learned the fundamentals. What is in the manual Here is what you'll find in each chapter: Chapter 1 About this manual. Tells you how to use the manual. 2 About the software. What the software does. Equipment needed. About Shareware. 3 Getting Started. What's on the diskettes. How to install the software. How to use the keyboard. 4 The Mailing List Program. An explanation of each function in MAIL, the Reliance Mailing List program. 5 The Utility Program. An explanation of each function in MAILUTIL, the Utility program. 6 Protecting Your Data. How to back up data you have entered. 7 Error messages. Explains the error messages that may appear in the program and what to do about them. Appendix A Converting data from earlier versions. If you've entered data in version 2.10 or an earlier version, you need to convert it to version 2.40. This appendix tells how. Page 1.1 Reliance Mailing List 2.40 User Manual Page 1.2 Chapter 1, About This Manual B Importing data from a comma-delimited file. This appendix tells how to use the Mail Import program to transfer data you've already entered in another program. C Examples. Examples of lists and labels. D Hints. Tips and tricks concerning multiple sets of data, multiple selection of output and laser printers. E Technical information. Tells about the data structure. This is for programmers who need to know how to extract data from the files on disk. Also covers the format of the files created in the option Create File to Export Data. F History of revisions. G Reliance Software order form. Describes other Reliance software. Use the order form to order the Registered User version of this and other programs. Using the manual Follow the directions in Chapter 3, "Getting started," to install the program. From there on, the program is easy to use; just follow the menu prompts. Use chapters 4 and 5 as a reference to each program function. Don't forget to back up your data; Chapter 6 tells how. If you encounter an error message, see Chapter 7 for an explanation. This program is Shareware. Please read about Shareware in Chapter 2. If you have entered data with version 2.10 or earlier, you MUST follow the instructions in Appendix A to convert it to version 2.40. Version 2.40 will not work with data from version 2.10 or earlier. If your data is from version 2.20 or later, you do not need to convert it. When specific instructions are given, what you are to type is in italics like this: Enter: MAIL What the computer shows on the screen is set off like this: ================================================================= Press space bar to continue or up-arrow to go back ================================================================= Chapter 2 About The Software This chapter gives an overview of what the program does and tells you what equipment you'll need to run it. It also explains Shareware and tells you what you'll get if you register. The Reliance Mailing List program The Reliance Mailing List program is a powerful database program for names, addresses, phone numbers and other information. Successfully used in an Austin political campaign, it is also good for individuals, charitable organizations or small businesses. It is extremely easy to use; menus show all program functions. Features include: - Maximum of over 2 billion names (limited by disk size). - A standard 360K diskette holds about 1,200 names. - Mailing labels, one, two, three or four across, including Cheshire format. There are twelve predefined formats, and you can also define your own label style. - Four different formats to list names in the data file. - Eight sublists within the data file, selected by Yes/No criteria. - An additional three-character user code provides thousands of selection criteria. - Seven different ways to select output. - Sorts output by last name or zip code. - You can export data in six different formats, including WordStar, Microsoft Word, WordPerfect, Lotus 123 (import file), Sprint, and Basic-style comma-delimited. - Support for the Hewlett Packard Laserjet and Deskjet printers. - You can print multiple labels for a single name. Page 2.1 Reliance Mailing List 2.40 User Manual Page 2.2 Chapter 2, About The Software - You can have the program enter the current date automatically when you add a name. - You can print the labels all in upper case or as they appear on the screen. The U.S. Post Office recommends that you print all in upper case; it makes it easier to sort the mail. - The Registered User version can find duplicate names and import data from other programs. Experience necessary You don't need to know a lot about computers to run this software, but the more you know, the better off you'll be. I assume you have a basic knowledge of how to use DOS to copy files and run programs. Even if you don't, the manual tells you, step by step. Equipment Needed - An IBM PC, XT, AT, PS/2 or compatible computer with two floppy disk drives or a hard disk and one floppy disk drive. - At least 256K of Random Access Memory (RAM). - A printer that can print 132 columns of information. An 80-column printer that can print 132 columns in compressed mode will work for all but the four-across Cheshire labels. You'll need a wide-carriage printer for the Cheshire labels. The printer must handle continuous forms or have a sheet feeder for single sheets. The program does not pause between pages. - Diskettes, paper, printer ribbon, etc. - Mailing labels, one, two or three across: Number Avery ---- Width ---- Across Stock # Height Label Carrier 1 4013 15/16" 3 1/2" 4 1/4" 2 4143 15/16" 4" 9 1/2" 3 4144 15/16" 2 1/2" 9 1/2" HP Laserjet: 2 5161 1" 4" 8 1/2" 3 5160 1" 2 5/8" 8 1/2" - If you want to print Cheshire labels, you'll need wide (15") paper. Reliance Mailing List 2.40 User Manual Page 2.3 Chapter 2, About The Software About Shareware This program is Shareware. That means you may try it out without paying for it first. You may also make copies of it for your friends or computer club and upload it to computer bulletin board systems. If, after trying it out, you continue to use it, please register and pay for it. Why register You've already got the software, so why should you pay for it? Here are some good reasons: - You can get a printed copy of this manual. - You'll get an additional utility program, described in this manual but not included in the Shareware version. The Utility program does the following: * Fixes files that have become damaged. Files can become damaged because of bad disks or the power going out or random static electricity, etc., or because the user switches diskettes at the wrong time. The Utility program recovers all the good data in your data file and creates a new file containing only undamaged data. * Lists duplicate entries on the screen or on your printer, so you can find the ones you want to delete. * Creates a subset of the data files on another disk or subdirectory. This is used to extract part of the list, for instance certain categories, zip codes, or user codes. * Splits a file one disk into files on more than on disk on another drive or subdirectory. This is used to transfer data from a hard disk to floppy diskettes. * Merges files on more than one disk into a single file on another disk. This is used to transfer data from floppy diskettes to a hard disk. - You'll get another program, not included in the Shareware version, that imports data from a comma-delimited text file into the Mailing List program. This could save you lots of time if you've already entered data in another program. - I'll notify you of future upgrades and you'll be able to get the upgrades at a greatly reduced price. - You'll be supporting the Shareware concept. You get to try out software before purchasing it. Because I don't advertise, I can keep the prices low. By registering you help continue this trend. Reliance Mailing List 2.40 User Manual Page 2.4 Chapter 2, About The Software - If you use it, you should pay for it. That's fair to everybody. Restricted permission to copy You may make copies of the Shareware version of this program for your friends, for your computer club, and for other non- business uses. You may place the Shareware version on computer bulletin boards for others to download. You may not sell the software for your own profit. User groups may charge a fee to cover the cost of the disk and administration as long as this does not exceed $10, U.S. If you make copies for others, you may not modify the software or documentation in any way. You may add a description of your user group or software distribution group if you wish, as long as you don't modify any of the other files. You may NOT give away or sell the non-Shareware Utility programs, MAILUTIL.EXE and MAILIMPO.EXE. You may make a copy of these programs for your own backup, but that's all. Chapter 3 Getting Started This chapter tells what is on your diskettes, how to install the software, and how to use the keyboard to enter data. Follow the instructions for installing the software carefully. What is on the diskettes The following files are on the Mailing List diskette you got from Reliance Software Services. If you got the diskette from another source, be sure these files are present. - READTHIS. A text file briefly describing the disk. - MAIL24.ARC. An Archive file containing the following: * MAIL.EXE. The Reliance Mailing List program. * MAILCONV.EXE. The Conversion program. This transfers data from earlier versions of the Mailing List program to files usable by version 2.40. * MAIL240.DOC. The documentation for the Reliance Mailing List program, version 2.40. This file. * HPMAIL.BAT. A batch file for use with the HP Laserjet. * HPRESET.EXE. For use with the HP Laserjet. * HPSETUP.EXE. For use with the HP Laserjet. * HP66.EXE. For use with the HP Laserjet. - ARCE.COM. The program that extracts the files from the Archive file. - HINSTALL.BAT. Installs the program on a hard disk. - FINSTALL.BAT. Installs the program on a floppy disk. In addition, if you have the Registered User version of the software, there is a subdirectory containing the Utility program, MAILUTIL.EXE and the Import program, MAILIMPO.EXE. These are Page 3.1 Reliance Mailing List 2.40 User Manual Page 3.2 Chapter 3, Getting Started only on the Registered User disk, not the Shareware disk. The Utility program lets you reconstruct damaged data files, find duplicate names and manage your files. The Import program brings data into the Mailing List program from other programs. To copy the software for others If you want to make a copy of the software for someone else, please copy only the files in the root directory. Use the COPY command. Do NOT copy the files in the Register subdirectory. Don't use the DISKCOPY command, either. How to install the software There are two installation batch files on the diskette, one to install on floppy disks and one for hard disks. They extract the program files and the manual from the Archive file and copy them to another floppy disk or hard disk. The program and manual won't both fit on one floppy disk, so you'll need two. The installation won't affect your AUTOEXEC.BAT and CONFIG.SYS files. Floppy disk If your computer has two floppy disks drives you'll want to keep the program on one diskette and your data on another. For- mat four diskettes and use the FINSTALL program to copy the program files onto the first and the manual onto the second. The third diskette is your data diskette, and the fourth is to back up your data. Here is the procedure: 1. Format four blank diskettes. Put your DOS diskette in drive A: and put a new diskette or one whose information you want to erase in drive B:. Then, * Enter: FORMAT B: NOTE: When this manual says to enter information, it means to type what is shown and press the Enter key. (The Enter key has a picture of an arrow going down and to the left. On many keyboards it's labeled "Enter.") Follow the instructions on your screen to format the diskette. Repeat this step for all four diskettes. 2. Place the distribution diskette in drive A: and a newly- formatted diskette in drive B: * Enter: FINSTALL A B Reliance Mailing List 2.40 User Manual Page 3.3 Chapter 3, Getting Started Follow the instructions on your screen. First this copies the program files to the diskette in drive B: and then tells you to remove the diskette and insert another one. When you insert the second diskette, it copies the manual. The first diskette will be your working copy of the program. The second contains the manual on disk. 3. Label the working program diskette "Reliance Mailing List Program" with a soft-tip pen. Label the documentation diskette "Reliance Mailing List manual." Remove the distribution diskette from drive A: and store it in a safe place, free from dust, magnetism and extremes of heat and cold. You can always make another copy if your working copy becomes damaged. 4. Label the third newly-formatted diskette "Reliance Mailing List Data" and the fourth, "Reliance Mailing List Data Backup." Hard disk If you have a hard disk, use the HINSTALL program to install the program in its own subdirectory. You'll also need to format a blank diskette for backup. 1. Start your computer as you usually do. Then * Enter: C: NOTE: When this manual says to enter information, it means to type what is shown and press the Enter key. (The Enter key has a picture of an arrow going down and to the left. On many keyboards it is labeled "Enter.") The "C>" prompt should appear on your screen. (If your hard disk has a different letter, substitute that letter in these instructions.) 2. Place the distribution diskette in drive A:, the floppy disk drive. Then, * Enter: A:HINSTALL A C This creates a subdirectory named MAIL and copies the program files and the manual to that subdirectory. 3. Remove the distribution diskette from drive A: and store it in a safe place, free from dust, magnetism and extremes of heat and cold. You can always make another copy if your working copy becomes damaged. 4. Place a new diskette or one whose information you want to erase in drive A:. Reliance Mailing List 2.40 User Manual Page 3.4 Chapter 3, Getting Started * Enter: FORMAT A: Follow the instructions on your screen to format the diskette. 5. Label the newly formatted diskette "Reliance Mailing List Data Backup." Get rid of old versions If you have version 2.10 or earlier of the program on your hard disk, delete it. Enter the following commands: DEL MAIL.COM DEL MAIL.00? DEL MAILUTIL.COM The new program file is MAIL.EXE. If you have both MAIL.COM and MAIL.EXE on the disk in the same subdirectory, and you enter MAIL to start the program, MAIL.COM will run, not MAIL.EXE. The same goes for MAILUTIL.COM and MAILUTIL.EXE. You don't have to do this if your previous version was 2.20 or greater. The installation replaces your old program files. Using data from old versions If you have data from version 2.10 or earlier, you'll have to convert it to the new version's format. Instructions are given in Appendix A. If you have data from version 2.20 or later, you don't have to convert it. Don't try to use the Conversion program. How to use the keyboard When you run the program you'll enter data by filling in blanks on forms that are displayed on your computer screen. Simply type the information requested, then press the Enter key. When you press the Enter key the cursor moves to the next data entry field. (The "cursor" is the blinking underline or solid block that indicates where the next character you type will be displayed.) Using the cursor control keys While entering data, you may move around the screen and correct your entries by using the arrow keys to move the cursor. Here is a chart showing what keys to press: Reliance Mailing List 2.40 User Manual Page 3.5 Chapter 3, Getting Started ================================================================= Labeled Arrow Ctrl Function Action key key key* key___ MOVE Back a character left S Next character right D To beginning of line Home A To end of line End F Previous line or field up E F3 Next line or field Enter down X F4 Previous screen PgUp R F7 Next screen PgDn C F8 DELETE Character to left Backspace Character at cursor Del G Entire entry Y F2 CANCEL data entry Esc * To use a Ctrl key, press Ctrl, type the key, then release both keys. ================================================================= Entering dates To enter a date, type the month, the day and the year, six digits, then press the Enter key. For instance, to enter April 25, 1990, do the following: Enter: 042590 You may omit the century when entering the year. If you enter "90," the century is added and "1990" is displayed. If you enter a year between 80 and 99 the century is assumed to be 19; if you enter a year between 00 and 79 the century is assumed to be 20. You may enter any century you wish by typing all four digits. For instance, to enter April 25, 1950, Enter: 04251950 Entering a negative number To enter a negative number type a minus sign first, then the number, then the enter key. For instance, to enter "-123.58," Enter: -123.58 Reliance Mailing List 2.40 User Manual Page 3.6 Chapter 3, Getting Started Yes/No Answers Sometimes a question will appear, such as "Do you wish to add another name?" Type Y for Yes or N for No. Do not press the Enter key. In some cases the answer to the question ("Yes" or "No") is already displayed. To accept the answer displayed, press the Enter key. To change the answer displayed, type Y or N without pressing the Enter key. Correcting mistakes If you make an error, use cursor commands to correct it. The easiest way is: 1. Move the cursor to the line where the mistake is. 2. Press the "delete entire entry" key (Ctrl-Y or F2). 3. Enter the correct information Press space bar . . . When you get to the end of a data entry screen, the following message appears: ================================================================= Press space bar to continue or up-arrow to go back ================================================================= This gives you one last chance to review what you have entered and go back and change it if you wish. After you press the space bar, your entries are processed, so be sure everything is correct before you press the space bar. Caution Please do NOT reset or turn off your computer before you exit the program, or you may lose some of the data you have entered. The operating system keeps the data you have entered in an internal area, called a "buffer," in the computer's memory and only periodically actually writes it to disk. If the power goes off before the data is written, you will lose it. For safety's sake, always exit the program before turning off your computer. Also note -- please do NOT change data diskettes while you are in the program unless you use the menu option "Change data files." If you change diskettes without using this option, data from the first diskette still stored in the computer's memory Reliance Mailing List 2.40 User Manual Page 3.7 Chapter 3, Getting Started will damage the data stored on the second diskette. Always use the menu option "Change data files" to change diskettes. Chapter 4 The Mailing List program This chapter explains each menu option and gives step-by- step instructions for running MAIL, the Reliance Mailing List program. Use it when you need more information than is given on the screen. Before you start the program, make a working copy. See "How to install the software" in Chapter 3. Starting the program 1a. If you are using two floppy diskettes, place the working copy of your program diskette in drive A: and the working data diskette in drive B:. 1b. If you are using a hard disk, log on to the disk and the subdirectory where you've installed the program. These instructions assume that the disk is C: and the subdirectory is MAIL. If your system is different, substitute the letter and subdirectory name for your system in the commands below. - Enter: C: - Enter: CD \MAIL NOTE: When this manual says to enter information, it means to type what is shown and press the Enter key. (The Enter key has a picture of an arrow going down and to the left. On many keyboards it is labeled "Enter.") 2. Enter: MAIL This is the command that starts the program. Title screen, Date, Drive and Path The title screen appears. Press Enter or the Space Bar to go on or press Esc to cancel and return to the operating system. You are asked for the current date and the drive and path where you keep your data files. The date appears on all the reports. If you entered a data when you started your computer or Page 4.1 Reliance Mailing List 2.40 User Manual Page 4.2 Chapter 4, The Mailing List program if you have a clock that enters the date for you, that date is displayed. Just press the Enter key to accept it. On a two-floppy system the data drive would normally be drive B:, although you may keep the data on your program disk (drive A:). On a hard disk, the drive and path would normally be C:\MAIL. If your data files are in the same directory as your program (for instance, on a hard disk), just press Enter; the program enters the drive and path for you. You can use the cursor keys to move between the entries on this screen or press Esc to cancel and return to the operating system. The program stores your drive and path in a configuration file on the program disk. The next time you start the program, your entry from last time is displayed; all you need to do is press the Enter key. Creating files the first time If the program does not find its files on the drive you enter, it displays a message: ================================================================= Data files do not exist there. Do you wish to create them? (Y/N) ___ ================================================================= If you type N, you return to the operating system. Type Y to create new data files. You are asked for a descriptive ID for these data files; you would use this to identify, for instance, different data diskettes. The ID is printed on the reports. Reliance Mailing List 2.40 User Manual Page 4.3 Chapter 4, The Mailing List program The Main Menu Next, the Main Menu appears: ================================================================= RELIANCE MAILING LIST MAIN MENU Reliance Software Test Data C:\MAIL\ Please select: 1 Utility menu 2 Add a name 3 Browse names (Display, Change, Delete, Record contributions) 4 Print list of names 5 Print labels 6 Create file to export data 7 Change data files ESC Exit the program ==> _ ================================================================= Figure 4.1: Main Menu Overview of the Main Menu The top of the screen shows the program name, the data file ID and the drive and path where the files are located. Beneath them are the menu options. 1 The Utility menu allows you to enter and change system information, such as screen colors, how to make your printer print in compressed print, selection criteria, etc. 2 Add a name. Just what it says. 3 Browse names. This option lets you view information that you've already entered and to change it if you wish. After you select a name to view, you can view the next one or the previous one. If you don't remember how to spell a name, you can still find it with this option. You can also delete a name using this option. 4 Print list of names. You can select which names to print in a variety of ways and how to sort them, by last name or zip code. Reliance Mailing List 2.40 User Manual Page 4.4 Chapter 4, The Mailing List program 5 Print labels. Prints one, two, three or four-across labels. You can select which names to print in a variety of ways and how to sort them, by last name or zip code. In addition, you can print the same name on multiple labels. 6 Create file to export data. This writes you data in a form usable by another program, such a word processor or spreadsheet. There are six different formats from which to choose. You select which information to put in the file, which names to use and how to sort, and the file name. 7 Change data files. You MUST use this option if you want to change data diskettes. Do NOT change data diskettes while you are in the program except by using this option. When you use this option the program reads in the system control information for the new set of data files. If you change data diskettes without using this information you will damage your data! You can also use this to work with files in a different subdirectory on your hard disk. ESC Exit the program. The Esc key always gets you out of whatever function you are in. In this case it gets you out of the program altogether. You are asked if you really want to quit, so don't worry about hitting the Esc key accidentally. The rest of this chapter explains each of these options. To select a menu option, Type: the number and press the Enter key. Reliance Mailing List 2.40 User Manual Page 4.5 Chapter 4, The Mailing List program The Utility Menu This menu allows you to enter and change information that controls the program as a whole. The menu looks like this: ================================================================= UTILITY MENU Please select: 1 Change colors 2 Set up your printer 3 Define selection categories 4 Change data file ID 5 Change other options 6 Count names used 7 Display system control information 8 Print system control information ESC Return to Main Menu ==> _ ================================================================= Figure 4.2: Utility Menu Overview of the Utility Menu 1 Change colors. If you have a color monitor, you can change the text and background colors to your liking. If you have a monochrome monitor, this has no effect. If you have a computer that simulates color on a monochrome screen, you may wish to use this option to adjust the brightness. 2 Set up your printer. Install your printer so the program can make it print in compressed print and go to the top of the page correctly. 3 Define selection categories. Enter a title or description for each of eight categories used to select names for printing. 4 Change data file ID. Change the descriptive ID displayed on the Main Menu. 5 Change other options. This lets you change how the zip code is printed, whether to print labels upper case, and whether to enter the current date automatically when you add a name. 6 Count names used. Find out how many names there are in your data files, based on a variety of selection criteria. Reliance Mailing List 2.40 User Manual Page 4.6 Chapter 4, The Mailing List program 7 Display system control information. This shows at a glance how much disk space is left and how many more names will fit, as well as the printer settings. 8 Print system control information. This prints the same information as Option 7. Following is an explanation of each of these options. Reliance Mailing List 2.40 User Manual Page 4.7 Chapter 4, The Mailing List program Change colors (Utility Menu) If you have a color monitor or one that simulates color on a monochrome screen, you can change the text and background colors. This option does nothing if you have a monochrome monitor. When you select this option, the following screen appears: ================================================================= CHANGE COLORS ┌─────────────────────────────────────────┐ │ Please enter your choice of colors or │ │ press ESC to cancel. │ │ │ │ DARK COLORS BRIGHT COLORS │ │ ────────────── ─────────────────── │ │ 0 - Black 8 - Dark Grey │ │ 1 - Blue 9 - Bright Blue │ │ 2 - Green 10 - Bright Green │ │ 3 - Cyan 11 - Bright Cyan │ │ 4 - Red 12 - Bright Red │ │ 5 - Magenta 13 - Bright Magenta │ │ 6 - Brown 14 - Yellow │ │ 7 - Light Grey 15 - White │ ├─────────────────────────────────────────┤ │ This is reverse video │ │ This is emphasized │ ├─────────────────────────────────────────┤ │ Background color (0-7): 0 │ │ Text color (0-15): 7 │ └─────────────────────────────────────────┘ ================================================================= Figure 4.3: Change Colors When you enter both a background and text color, the colors change on the screen. When you are happy with what you see, type Y to answer the question, "Is this OK?" If you type N, the cursor goes back to the background color entry. To cancel and return to the colors in effect before you selected this option, press Esc. The colors are stored in the configuration file on the program diskette. If that file gets erased or if you start the program from a different drive or subdirectory, the colors will change back to the original. You can choose this option any time to change them. Set up your printer (Utility Menu) Use this option to install your printer. The program prints both 80-column and 132-column labels and lists. To fit on labels that are 8 1/2" wide (9 1/2" counting the holes on each side), it Reliance Mailing List 2.40 User Manual Page 4.8 Chapter 4, The Mailing List program must print the 132 columns in compressed print. Most dot matrix printers and a few daisy wheel printers can do this; the program has to send the printer special non-printing control codes to make it do so. Most printers advance the paper to a new page when they receive a code called a form-feed, but some don't. If yours does not, you can tell the program to advance a line at a time instead. Note -- If you use a Hewlett Packard Laserjet or Deskjet printer, see Appendix D for how to use it with this program. The appendix tells what codes to enter on this screen. Use this option to enter the codes. The data entry screen looks like this: ================================================================= SET UP YOUR PRINTER ┌──────────────────────────────────────────────────────────────────┐ │ This program prints mailing labels and lists in compressed │ │ print. Please enter the codes needed to control your printer. │ │ │ │ COMPRESSED PRINT ON │ │ Enter up to four control codes to turn compressed print on: │ │ │ │ ==> 15_ ==> 0 ==> 0 ==> 0 │ │ │ │ │ │ COMPRESSED PRINT OFF │ │ Enter up to four control codes to turn compressed print off: │ │ │ │ ==> 18 ==> 0 ==> 0 ==> 0 │ │ │ │ │ │ NEW PAGE METHOD │ │ Does the Form Feed code (12, or control-L) make your printer │ │ go to a new page? Yes │ └──────────────────────────────────────────────────────────────────┘ PgDn=Save Esc=Cancel ================================================================= Figure 4.4: Set Up your Printer Compressed print The codes are the decimal equivalents of the control characters used for your printer. The program comes set up for the Epson printers (FX-80, etc.); the codes shown above are just like entering \015 and \018 in Lotus 123. Your printer manual should list the control codes to put your printer into compressed print, and then back to normal print. They are often found as part of a BASIC program to control the printer, like this: Reliance Mailing List 2.40 User Manual Page 4.9 Chapter 4, The Mailing List program 10 LPRINT CHR$(15); REM TURN ON COMPRESSED PRINT The number you want here is 15. (Note -- the actual number or numbers will differ from printer to printer; this is only an example.) Sometimes the codes are listed in a table as the names of the characters to be sent to the printer, like this: ESC "P" 16.5 lines per inch In this example you should send two characters, first the Escape character, then an upper-case "P." You will have to find the decimal equivalents of each character and enter them; don't try to enter the characters themselves. Look for an ASCII chart in the printer manual which lists all the characters and their numeric equivalents (use decimal equivalents, not hexadecimal). To test the codes, go to "Print Labels" on the Main Menu and start to print some labels, just on plain paper. Before the labels are printed the program prints a test pattern. If the test pattern looks OK, you have the right codes installed. You can cancel before actually printing all the labels. New page method Most printers advance the paper to the top of the next page when they receive a form-feed code (decimal 12, hexadecimal 0C, or control-L). Some older printers don't do this, so the program can advance a line at a time instead. The form-feed method is faster and quieter. If your printer recognizes the form-feed code, enter Y; if it doesn't, enter N. To save data After entering your data, press Enter or PgDn until you see "Press space bar to continue or up-arrow to go back." Press the space bar to save your data. If you press Esc, your data will be lost. Reliance Mailing List 2.40 User Manual Page 4.10 Chapter 4, The Mailing List program Define selection categories (Utility Menu) Selection categories are a way for you to print only part of your file of names. There are eight categories, and for each name in your file you can enter Yes or No in each category. When you print the names you can select only those who have a Yes in Category 1, for instance, or only those who have a Yes in Category 1 or 2. In this way, you can have eight sub-lists within your mailing list file. This option allows you to define the meaning of each category. The data entry screen looks like this: ================================================================= DEFINE SELECTION CATEGORIES ┌───────────────────────────┐ │ │ │ 1 ____________________ │ │ 2 ____________________ │ │ 3 ____________________ │ │ 4 ____________________ │ │ 5 ____________________ │ │ 6 ____________________ │ │ 7 ____________________ │ │ 8 ____________________ │ │ │ └───────────────────────────┘ PgDn=Save Esc=Cancel ================================================================= Figure 4.5: Define Selection Categories On each line, enter a title that describes the selection category. You can change these at any time, but be aware that there is no inherent link between what you enter here and the Yes or No you enter in the name information. Suppose you define category 1 as "Republican" and 2 as "Democrat," then enter names, some with Yes for 1 and some with Yes for 2. You could then come back to this screen and change "Democrat" to "Republican" and vice versa. But this would not change the Yes in the name information. All the people that used to be listed as Republicans would now be listed as Democrats and vice versa! Reliance Mailing List 2.40 User Manual Page 4.11 Chapter 4, The Mailing List program Change data file ID (Utility Menu) The data file ID is the descriptive information you enter when you first create your data files. It is displayed on the Main Menu and printed on the lists of names. Use this option to change it if you wish, for instance to correct misspellings. Change other options (Utility Menu) This option lets you change how the zip code is printed. In future versions there may be more options that you can change. When you select this option, the following screen appears: ================================================================= CHANGE OTHER OPTIONS ┌─────────────────────────────────────────────────────────────────┐ │ │ │ Print a U.S. zip code? .................................. Yes │ │ (No = no hyphen after the first five characters) │ │ │ │ Print labels in upper case? ............................. Yes │ │ (U.S. Post Office recommends Yes) │ │ │ │ Automatically enter the current date when you add a name? Yes │ │ │ └─────────────────────────────────────────────────────────────────┘ PgDn=Save Esc=Cancel ================================================================= Figure 4.6: Change Other Options Zip code The program was designed for United States Post Office zip codes, which can be five digits or nine. The last four are optional, although the Post Office recommends that you use them. If you enter more than five digits, the program normally prints a hyphen to separate the first five from the rest. For instance, If you enter 787031234, the program prints 78703-1234. However, the postal codes in other countries are different. In Canada, for instance, the postal code is six characters, two groups of three. If you enter M5H 2N1, you would want it to print just that way, not M5H 2-N1. If you answer Yes, the program prints the hyphen after the first five characters. If you answer No, the program omits the hyphen. The program is shipped with the answer set to Yes. Reliance Mailing List 2.40 User Manual Page 4.12 Chapter 4, The Mailing List program Labels in upper case The U.S. Post Office prefers addresses to be printed in upper case (capital letters) to facilitate automated sorting. Type Y to print labels in upper case or N to print them just as they appear on the screen. Current date Type Y to have the program enter the current date (displayed when you start the program) in Last Date whenever you add a new name. Type N to leave Last Date blank when you add a new name. (In either case you can enter or change Last Date yourself.) Reliance Mailing List 2.40 User Manual Page 4.13 Chapter 4, The Mailing List program Count names used (Utility Menu) This option lets you find out how many names you have on file. You may wish, for instance, to count them before you print labels. You can count the total number of names you have on file or the number of names that meet certain criteria. After you make your selection, the names are counted and the number is displayed. Selecting names for output There are many places in the program where you select names according to some criterion, such as selection category, zip code, contribution amount, etc. The selection screens are the same throughout the program. This section explains in detail how these screens work. First you are asked how you want to make your selection. The following screen appears: ================================================================= COUNT NAMES USED SELECT FOR OUTPUT 1 All the names 2 By category 3 By user code 4 By state 5 By zip code 6 By date 7 By contribution Esc Return to menu ==> _ ================================================================= Figure 4.7: Select For Output All the names Just what it says. By category If you select "By category," the following screen appears: Reliance Mailing List 2.40 User Manual Page 4.14 Chapter 4, The Mailing List program ================================================================= COUNT NAMES USED SELECT FOR OUTPUT By category Type "Y" to select a category. You can select more than one. Type "N" or just press Enter for the ones you don't want. Press Esc to cancel. Selection categories 1 Republicans.......... NO 2 Democrats............ NO 3 Anarchists........... NO 4 Socialists........... NO 5 Libertarians......... NO 6 Greens............... NO 7 Trotskyites.......... NO 8 Other................ NO ================================================================= Figure 4.8: By Category Use the arrow keys to move the cursor and type Y next to each category you want included in the output. The program counts the names which have a "Yes" in one or more of the categories you select. In other words, you select an "OR" criterion. Suppose you type a "Y" for category 1 and a "Y" for category 3. The program counts all the names with a "Yes" for category 1 or a "Yes" for category 3 or a "Yes" for both of them. You cannot select "1 or 3 but not both" or "1 and 3 but not 1 alone or 3 alone." By user code This selects a range of user codes. The following screen appears: Reliance Mailing List 2.40 User Manual Page 4.15 Chapter 4, The Mailing List program ================================================================= COUNT NAMES USED SELECT FOR OUTPUT By user code Enter the range of user codes to select. Leave both blank to get all; enter the same thing for both to get one user code. Press Esc to cancel. User codes from (blank for first): ___ through (blank for last): ================================================================= Figure 4.9: By User Code You are asked for the beginning and ending user code. To select only one user code, enter the same code for both. If you leave the beginning user code blank, the range will include all of them up to and including the ending user code. If you leave the ending user code blank, the range will include all of them from the beginning on. If you leave both blank, you will get all user codes. By state This selects a range of states. Like the user code, you enter the beginning and ending of the range. By zip code You are asked to enter the beginning and ending zip code, as you do for User Code. The zip code here is only five characters; it's designed for the U.S. postal system. By date The date is the Last Contribution date. Again, you can enter a range. Organizations could use this to send mail only to those who have paid their dues within the past year, or reminder notices to those who are overdue. By contribution This too is a range. Here is what the screen looks like when you leave both beginning and ending amounts blank: Reliance Mailing List 2.40 User Manual Page 4.16 Chapter 4, The Mailing List program ================================================================= COUNT NAMES USED SELECT FOR OUTPUT By contribution Enter the range of amounts to select. Leave both blank to get all; enter the same thing for both to get one amount. Press Esc to cancel. Contributions from (blank for zero): 0.00 through (blank for highest): 999999999.99 ================================================================= Figure 4.10: By Contribution If you leave the "from" amount blank, the lower end of the range will be zero. This assumes that there are no contributions less than zero. If there are, you'll have to enter the "from" amount as a negative number. Reliance Mailing List 2.40 User Manual Page 4.17 Chapter 4, The Mailing List program Display System Control Information (Utility Menu) This option displays the information that you've entered in the Utility Menu. Here is a picture of the display: ================================================================= SYSTEM CONTROL INFORMATION Reliance Software Services C:\MAIL\ ┌──────────────────────────────────────────┐ │ Today's date: 12/19/1991 │ ├──────────────────────────────────────────┤ │ Space free on drive C: 1906 K │ │ Maximum names: 6686 │ │ Number of names used: 22 │ │ Number of names left: 6664 │ ╔════════════════════════════════════════════════════════════════╗ ║ Printer: Selection categories: ║ ║ Turn compressed print ON: 1 Republicans ║ ║ 2 Democrats ║ ║ 15 3 Anarchists ║ ║ 4 Socialists ║ ║ Turn compressed print OFF: 5 Libertarians ║ ║ 6 Greens ║ ║ 18 7 Trotskyites ║ ║ 8 Other ║ ║ Form Feed for new page? Yes ║ ╚════════════════════════════════════════════════════════════════╝ Press space bar to continue ================================================================= Figure 4.11: System Control Information There's no data entry for this option; it's merely a quick way to get a summary of the status of your files. "Number of names left" is how many more names you can enter based on how much disk space is free. Press the space bar to go back to the menu. Print System Control Information (Utility Menu) This is the same as "Display System Control Information," except the information is printed. Reliance Mailing List 2.40 User Manual Page 4.18 Chapter 4, The Mailing List program Add a name (Main Menu) This option, number 2 on the Main Menu, is used to add names to your data file. When you select this option, the data entry screen appears: ================================================================= ADD A NAME ┌─────────────────────────────────────────────────────────────────────────────┐ │ First Name: __________________ Contributions │ │ Last Name: Last amount: 0.00 │ │ Last date: 12/19/1991 │ │ Title: Total amount: 0.00 │ │ Salutation: │ │ Selection categories │ │ Address: 1 Nina Butts' list...... No │ │ : 2 Max Nofziger's list... No │ │ City: 3 Other................. No │ │ State: 4 TEST TEST TEST TEST... No │ │ Zip Code: 5 CATEGORY 55555555555.. No │ │ Home Phone: 6 CATEGORY 66666666666.. No │ │ Work Phone: 7 CATEGORY 77777777777.. No │ │ User Code: 8 CATEGORY 88888888888.. No │ └─────────────────────────────────────────────────────────────────────────────┘ PgDn=Save Esc=Cancel ================================================================= Figure 4.12: Add a Name Fill in the blanks to enter the information requested. You must enter something for the last name; you can skip everything else. Use the arrow keys to move back and forth around the screen to correct mistakes. Most of the data fields are self explanatory. Title is, for example "Ms." or "Professor." Salutation is how the person would be addressed in a letter. John Harker might be addressed as "Dear Jack," so you would enter "Jack" for the salutation. (Note -- this program does not print letters; this field is available if you wish to use the Export file output with a word processing program to print letters.) Selection categories are a way for you to print only part of your file of names. When you print the names you can select only those who have a "Yes" in Category 1, for instance, or only those who have a "Yes" in Category 1 or 2. The selection categories are "Yes/No" entries. Type a Y to include this name in the category; type N or just press the Enter key to leave it out of the category. Reliance Mailing List 2.40 User Manual Page 4.19 Chapter 4, The Mailing List program You can use the User code field for an additional selection code. You can enter anything you want here, numbers or letters, and later select one user code or a range of user codes. This gives you, in effect, thousands of selection criteria. When you press PgDn or get to the end of the data entry screen by pressing Enter, the following message appears: ================================================================= Do you wish to save this information? (Y/N or up-arrow) ___ ================================================================= This gives you a chance to review your entries before saving the information. If you want to go back and change something, use the up-arrow key. Type Y to add the name to your data file or N to cancel and not add it. You are then asked if you wish to add another name. Type Y to get a fresh data entry screen or N to quit and return to the Main Menu. While entering information, Esc means Cancel. If you press Esc, the name is discarded and you are asked if you wish to add another one. After every five additions, the following message appears: ================================================================= PROCESSING ... PLEASE WAIT ================================================================= The program is clearing its internal buffers and writing all the data to disk. Even though the program has told you it has saved data, data may not actually be written to the disk. The program keeps data in its internal buffers until they are full and then writes the data to the disk. After every fifth addition, the program clears its buffers regardless of whether they are full or not. This ensures that minimal data will be lost if there is a power failure. Reliance Mailing List 2.40 User Manual Page 4.20 Chapter 4, The Mailing List program Browse names (Main Menu) Use this option to display a name, to browse through the file of names, to change the information recorded for a name, and to delete a name. You are asked for the name with which you wish to start browsing. ================================================================= BROWSE NAMES Press ESC to cancel Last name: ______________________________ ================================================================= Enter the last name (or press Esc to return to the menu). Only the first five characters are used to look it up. If the program cannot find the name you enter, the following message appears: ================================================================= NAME NOT FOUND Do you wish to view the closest one found? (Y/N) ___ ================================================================= If you type N or if you press the up arrow, you go back to entering the last name. If you type Y, or if the program found the name you entered, the data entry screen appears. At the bottom of the screen, the following choices are displayed in a reverse-video box: ================================================================= P=Previous N=Next F=First L=Last C=Change R=Record contribution D=Delete Esc=Exit ================================================================= Displaying different names You can now browse forward and backward through the file. In the Choices box you need only type the letter; don't press Enter after it. P Takes you to the previous name alphabetically. If you are at the first name you stay there. Reliance Mailing List 2.40 User Manual Page 4.21 Chapter 4, The Mailing List program N Takes you to the next name alphabetically. If you are at the last name you stay there. F Takes you straight to the first name on file. L Takes you straight to the last name on file. Note -- the names are stored alphabetically by the first five characters of the last name. If you look up Joanna Johnson, you might find James Johnson instead, or Johnston or Johns. The ability to browse forward and backward lets you move to the one you want. When you've found the name you want, type C, R, or D. If you press Esc, you go back to entering the last name. Press Esc again to return to the menu. Changing a name When you type C, the choices disappear and the cursor goes to "First Name." Use the arrow keys to move up and down through the screen and change whatever you want to. When you press PgDn get to the end by pressing Enter, the following message appears: ================================================================= Do you wish to save this information? (Y/N or up-arrow) ___ ================================================================= This gives you a chance to review your entries before saving the information. If you want to go back and change something, use the up-arrow key. Type Y to make the changes to your data file or N to cancel. When you do so, the choices box appears again. While changing information, Esc means Cancel. If you press Esc, the changes are not saved and the Choices box appears again. Recording a contribution This option makes it easy to keep track of who has contributed money to your organization, how much and when. You could use the Change option to record each contribution, but then you would have to add up the total contribution yourself. With this option the program adds it up for you. When you type R, the Choices box disappears and the following appears instead: Reliance Mailing List 2.40 User Manual Page 4.22 Chapter 4, The Mailing List program ================================================================= ╔════════════════════════════════╗ ║ Previous total: $ 0.00 ║ ║ Contribution: ____________ ║ ║ New total: 0.00 ║ ║ Date: MM/DD/YYYY ║ ╚════════════════════════════════╝ ================================================================= The previous total is displayed. When you enter the contri- bution, the new total is added up and displayed. After you enter the date, the "Do you wish to save ..." message appears. As in Change, type Y to record the new contribution or N to abandon it. Pressing Esc cancels and abandons the new information. Deleting a name Use this option to remove a name you no longer wish to have in your data file. When you type D, the following message appears: ================================================================= Confirm: Delete this name? (Y/N) ================================================================= Type Y to delete the name or N to keep it in the data file. When you delete it, the name disappears and the previous or next one appears in its place. Reliance Mailing List 2.40 User Manual Page 4.23 Chapter 4, The Mailing List program Print list of names (Main Menu) This prints the names you have in your data file. Before you print the list you must select which names to print. The same selection screens that are used throughout the program appear. See "Selecting names for output," on page 4.13. After you've selected the names, you are asked how to sort them: ================================================================= SORT BY: 1 Last name 2 Zip code ==> _ ================================================================= Sorting by last name sorts by the first five characters of the last name, so Joanna Johnson might be printed before Bill Johns. Sorting by zip code prints the names alphabetically within each zip code. After you choose how to sort, you are asked what kind of list you want to print: ================================================================= CHOOSE LIST STYLE If you choose compressed print, the program uses the codes entered in the Utility Menu. If you choose normal print, the codes are not used. Please select: 1 Full list Compressed print 2 Name and address, Compressed print one line per name 3 Name, address and phone Normal print 4 Name and phone, Normal print one line per name Esc Cancel and return to menu ==> _ ================================================================= Figure 4.13: Choose List Style You can use the cursor keys to move back and forth between this screen and the previous screens. Once you start to print, however, there is no going back. The lists marked "compressed print" are 132 columns wide. They use the codes entered in the option "Set up your printer" on the Utility Menu. If you haven't entered any codes there, these lists won't be compressed. You might wish to do this if you have a wide-carriage printer. The lists marked "normal print" are 80 Reliance Mailing List 2.40 User Manual Page 4.24 Chapter 4, The Mailing List program columns wide. They don't use the "Set up your printer" codes. Use them if you have an 80-column printer that cannot print in compressed mode. Examples of all of these lists are shown in Appendix C. Here is a brief description: - Full list. This shows everything on file for each name, including name, address, phone, salutation, contribution, etc. Prints up to four lines, depending on how many address lines are filled in. - Name and address, one line per name. Just what it says. No phone number, etc. This is to give you the shortest possible list. - Name, address and phone. This is the fullest list you can get in 80 columns. Prints up to four lines, depending on how many address lines are filled in. - Name and phone, one line per name. Short list, 80 columns. When you select a list, the following message appears: ================================================================= Put plain paper in the printer Press space bar to continue or up-arrow to go back ================================================================= You can go back and change your selection, sort and style choices now; after you press the space bar you can't. When you press the space bar, the list of names starts to print. To stop before it is finished, press Esc. You will be asked if you really want to quit, so don't worry about pressing Esc by accident. Reliance Mailing List 2.40 User Manual Page 4.25 Chapter 4, The Mailing List program Print labels (Main Menu) This option prints labels one, two, three or four across. You can print one label per name for all or a portion of your mailing list or the same name on many labels. Choose the first option to print mailing labels and the second to print return address labels. The screen looks like this: ================================================================= PRINT LABELS Please select: 1 A different name on every label 2 The same name on every label Esc Return to Main Menu ==> _ ================================================================= Figure 4.14: Labels: Different names or the same name Different names The procedure is the same as for printing the list of names; first you choose which ones to print, then how to sort them (see page 4.13). Next, you are asked what style of labels you want. See "Label style," below. The same name This option lets you choose the name to print in the same way you choose a name in Browse Names. First you enter a last name, and then you see the data entry screen for the name with the following instructions underneath: ================================================================= P=Previous N=Next F=First L=Last Enter (<┘)=Print this name Esc=Exit ================================================================= You can browse forward and backward through the file. In the Choices box you need only type the letter; don't press Enter after it. When you see the name you want to print, press Enter. Reliance Mailing List 2.40 User Manual Page 4.26 Chapter 4, The Mailing List program Label style After choosing the name or names to print, you choose the style of labels. The following screen appears: ================================================================= PRINT LABELS CHOOSE LABEL STYLE You can print the following labels. Select a style or press Esc to cancel. ┌───────────────────────────────────────────────────────────────────────┐ │ Number Avery ---- Width ---- - Characters - │ │ Style Across Stock # Height Label Carrier Compr. Normal │ ├───────────────────────────────────────────────────────────────────────┤ │ Continuous-form: │ │ 1 1 4013 15/16" 3 1/2" 4 1/4" 56 33 │ │ 2 2 4143 15/16" 4" 9 1/2" 60 37 │ │ 3 3 4144 15/16" 2 1/2" 9 1/2" 39 24 │ │ 4 4 Cheshire 15/16" 3 1/2" 15" 51 31 │ │ │ │ HP Laserjet II: │ │ 5 2 5161 1" 4" 8 1/2" 60 37 │ │ 6 3 5160 1" 2 5/8" 8 1/2" 39 24 │ │ │ │ 7 Define your own labels │ └───────────────────────────────────────────────────────────────────────┘ Which label style do you want? ..................(1 - 7): _ Do you want to print in: 1 Compressed print 2 Normal print ......(1 or 2): _ ================================================================= Figure 4.15: Choose Label Style The chart shows what types of labels are supported and how many characters you can print on each. You can use any labels that are equivalent to the Avery numbers shown. If you don't have a printer that can print in compressed print, choose a Normal style. Examples of these labels are printed in Appendix C. The styles with fewer characters may print only part of the name. Cheshire labels are an exception. They are designed to print on 15" wide paper (14" not counting the holes on each side.) The Normal style should work with any wide-carriage printer. Different printers have slightly different widths for compressed print, so the Compressed style is not guaranteed to come out exactly right on all printers. If you are using a Laserjet printer, choose style 5 or 6. See Appendix D for how to use the program with a Laserjet. Reliance Mailing List 2.40 User Manual Page 4.27 Chapter 4, The Mailing List program Define your own labels If none of the predefined label styles is exactly what you need, you can define your own. When you select style 7, the following screen appears after you enter your choice for normal or compressed print: ================================================================= PRINT LABELS DEFINE YOUR OWN LABELS ┌──────────────────────────────────────────────────┐ │ │ │ How many labels across?................(1-4) _ │ │ │ │ How many characters (max) in each label?... __ │ │ │ │ Enter the column on the page where the first │ │ character of each label should print. │ │ │ │ Label 1 Label 2 Label 3 Label 4 │ │ ─────── ─────── ─────── ─────── │ │ ___ N/A N/A N/A │ │ │ │ How many lines can print on each label?.... __ │ │ │ └──────────────────────────────────────────────────┘ ================================================================= Figure 4.16: Define Your Own Labels Enter the information requested. The number of labels across is self-explanatory. How many characters in each label and where each on starts depend on how big the labels are and whether you are printing in compressed or normal print. To give you something to start with, here are the values for the predefined label styles: ------------ Normal ------------- ---------- Compressed ----------- Number of Starting column Number of Starting column Number characters for label # characters for label # Across per label 1 2 3 4 per label 1 2 3 4 1 33 1 56 1 2 37 2 43 60 2 73 3 24 3 29 55 39 5 50 94 4 31 2 35 68 101 51 3 59 115 171 All the predefined labels print six lines per label (up to four are actually printed, and there are two blank lines). Reliance Mailing List 2.40 User Manual Page 4.28 Chapter 4, The Mailing List program You may have to experiment a bit to get the numbers just right. On the screen after this you can print a test pattern and then come back to this screen (by pressing PgUp) to adjust them if necessary. Once you fill out this screen and print some labels, the program stores what you've entered on the program disk, so the next time you won't have to enter it all again. Printing the labels When you've made your selections for label style, compressed or normal print and, if applicable, defining your own label style, the following message appears: ================================================================= PRINT TEST PATTERN Use the test pattern to align your printer Please select: 1 Print test pattern 2 Print the labels ESC Cancel and return to menu ==> _ ================================================================= Figure 4.17: Print Test Pattern Use the test pattern to make sure the labels will be printed properly. Adjust the printer and print the test pattern until you get it the way you want it. You can press PgUp and go back to the previous screen to adjust your entries there as well. Since you can cancel at this point without printing any names, you can use this option to test your printer setup. If the test prints small enough to fit across 8 1/2" wide paper, your printer is set up correctly. Once the labels are printing, you can press Esc to stop. You will be asked if you really want to quit, so don't worry about pressing Esc by accident. When the test pattern prints OK, select "Print the labels." The following message appears: Reliance Mailing List 2.40 User Manual Page 4.29 Chapter 4, The Mailing List program ================================================================= 0 names printed. This process can pause so you can put in new labels. Enter the number of names to print before pausing. Leave it zero for no pause. Pause after how many more names? ==> ______ ================================================================= If you have more names to print than labels available, or your labels are in more than one piece, this allows you to pause to put in new labels after printing a number of names. After you put in the labels, the test pattern screen appears again so you can line them up. If you want no pause, just press the Enter key without typing a number. You can also press Esc to cancel and return to the menu. At this point you can use the PgUp and PgDn keys to go through all the selection screens. After you actually start printing, you can't, so be sure your entries are correct before you enter a number. When you complete this entry, the labels are printed. If you enter a pause number, the following message appears after that many names have been printed: ================================================================= Put in more labels now Press space bar to continue ================================================================= Put in more labels, then press the space bar. You start over at the test pattern. Reliance Mailing List 2.40 User Manual Page 4.30 Chapter 4, The Mailing List program Create file to export data (Main Menu) You can create a disk file of your name and address information in a format that other programs can use. You have six choices for formats, as shown on the following menu: ================================================================= CREATE FILE TO EXPORT DATA SELECT EXPORT FILE FORMAT 1 WordStar comma-delimited data file 2 BASIC-style comma-delimited data file 3 Lotus 1-2-3 import file 4 Microsoft Word data document 5 WordPerfect secondary merge file 6 Sprint merge record file Esc Cancel and return to menu ==> _ ================================================================= Figure 4.18: Create File to Export Data Procedure First you select what names to put in the export file and how to sort them (see page 4.13), and then the screen above appears. After you choose what file format you want, you must select which fields to include in the export file and what to name the file. To do this, the data entry screen appears with a Yes/No choice next to each data item. Reliance Mailing List 2.40 User Manual Page 4.31 Chapter 4, The Mailing List program ================================================================= CHOOSE FIELDS FOR EXPORT FILE ┌─────────────────────────────────────────────────────────────────────────────┐ │ First Name: No Contributions │ │ Last Name: No Last amount: No │ │ Last date: No │ │ Title: No Total amount: No │ │ Salutation: No │ │ Selection categories: No │ │ Address: No 1 Republicans........... │ │ No 2 Democrats............. │ │ City: No 3 Anarchists............ │ │ State: No 4 Socialists............ │ │ Zip Code: No 5 Libertarians ......... │ │ Home Phone: No 6 Greens................ │ │ Work Phone: No 7 Trotskyites........... │ │ User Code: No 8 Other................. │ └─────────────────────────────────────────────────────────────────────────────┘ Output file: (Note -- you must make sure there is enough space for the file!) ================================================================= Figure 4.19: Choose Fields for Export File Type Y to include the item in the export file or N to leave it out. At the bottom of the screen you enter the name of the file to create. You can enter any valid path and file name. If you're exporting to 1-2-3, use the extension ".PRN." Note -- the program doesn't check to see if there is enough disk space to create the export file. If there's not, the program will crash. The export file will be much smaller than the Reliance Mailing List data files, so you can most likely fit it on your A drive with your program files if you are using two diskettes. If the program does crash, you won't lose any data; the program is only reading, not writing, your data files. Using the Export Files Each format works with the program it's named for to produce "merge print" or "mailmerge" letters or documents. See Appendix E for detailed descriptions of each format. Following are brief instructions for using each format. See the documentation for the various programs (WordStar, 1-2-3, etc.) for complete instructions. In WordStar, your master document's .DF (Data File) command must name the Export file. Use the .RV (Read Variable) command to give each field in the Export file a variable name of your choosing. Then enter the variable names in your text, each one surrounded by ampersands (&). On the Opening Menu, use the M (Merge) command to print the document. Reliance Mailing List 2.40 User Manual Page 4.32 Chapter 4, The Mailing List program The Basic format is the most common way for other programs besides those listed to import data. For instance, dBase can read this format and so can many other database programs. If you need to export data to a program not listed on the menu, try this format. If you are programming in Basic, refer to all fields as strings except for the dollar amounts, which are double-precision numeric values. The Lotus 1-2-3 Import file format is the same as the Basic-style format except each line is limited to 240 characters. In 1-2-3, position the cell pointer on the upper left cell of the range into which you want to import data. Give the command /FD (File Directory) and enter the name of the directory where the export file is located. Then issue the commands /FIN (File Import Numbers). Then enter the file name. A tip: if you've named the file with the extension ".PRN," it will show up on 1-2-3's list of file names and you'll be able to pick it with the arrow keys instead of typing the name. When the data is brought into the worksheet, dollar amounts are numbers and everything else is a label; each is in its own column. You may have to adjust the column width by entering /WCS (Worksheet Column Set- Width) to see all the data. In Microsoft Word, the Export file is your data document. In your main document, the Data instruction must include the name of the Export file. The field names in the main document must be the same as the names in the header record in the Export file. See Appendix E, page E.6, for a list of the field names. To print the document, select PMP (Print Merge Printer) or PMD (Print Merge Document) from the menu. The following WordPerfect instructions are for version 4.2; they should be applicable to other versions as well. In your primary file press Alt-F9 to display the Merge Codes menu and then insert a field marker (F and a number) for each field in the Export file wherever you want the variable information to print. To print the document, press Ctrl-F9 to get the Merge/Sort menu, then press 1. Enter the primary and secondary file names; for the secondary file name, enter the name of the Export file. In Sprint, press F10 PM (Print Merge) to get the Merge menu. Press R for Record File and enter the name of your Export file. Press L for Letter File and enter the name of the file containing the form letter. In the form letter file, press F10 IM (Insert Merge field) wherever you want to insert a field from the Export file. Enter the name of the field as it appears in the @Template section of the Export file. Either split the screen and open the Export file to see the field names or refer to page E.6 for a list of the field names. To print, press F10 PM (Print Merge) and then G for Go or S for Screen Preview. Reliance Mailing List 2.40 User Manual Page 4.33 Chapter 4, The Mailing List program Error message If the message "<number> not written -- too long" appears after you've created the file, it means that some of the name and address records weren't written to the export file because they would have been too long. The program can't write a line in the export file longer than 255 characters (240 for Lotus 1-2-3). If it's important that you write all of them to the export file, go back and do it again, selecting fewer fields. Reliance Mailing List 2.40 User Manual Page 4.34 Chapter 4, The Mailing List program Change data files (Main Menu) Use this option to change data diskettes, if you are keeping your data on diskette. You can also use it on a hard disk to work with files in a different subdirectory without exiting the program. To change data diskettes while running the program, you MUST use this option. When you use this option, the program reads the system control information from the new diskette, so it knows how many names have been used, what the selection categories are called, etc. If you change diskettes without using this option, you will damage your data files! When you select this option, the following instructions appear: ================================================================= CHANGE DATA FILES Use this option to work with files in a different subdirectory or on a different diskette. Enter the location of the files and then, if necessary, change diskettes. Press Esc to cancel. Where are the new data files? Enter the drive and path: C:\MAIL\_________________________________________________________ ================================================================= Figure 4.20: Change Data Files The current drive and path are displayed. Enter the new diskette drive or the drive and path for the new files. When you press the Enter key, the following message appears: ================================================================= Replace the data diskette now, if necessary. THEN press the space bar. Press space bar to continue or up-arrow to go back ================================================================= If you are using diskettes, now is the time to put in a new data diskette. After you do so, press the space bar. If you are using a hard disk, just press the space bar. The main menu reappears, and the top of the screen shows the new drive or path. If data files don't exist on the new diskette or the new drive and path, you're asked if you want to create them, just like when you start the program. Enter Y to create them or press the up-arrow to go back and enter a different drive and path. Reliance Mailing List 2.40 User Manual Page 4.35 Chapter 4, The Mailing List program Exiting the program When you press Esc on the Main Menu, the following message appears: ================================================================= Quit now? (Y/N) ================================================================= This lets you change your mind if you pressed Esc by mistake. Type Y to exit or N to continue with the program. Reliance Mailing List 2.40 User Manual Page 4.36 Chapter 4, The Mailing List program Chapter 5 The Utility Program This chapter tells how to use the Reliance Mailing List Utility program. The Utility program is available only to registered users. To find out how to register, see Appendix G. Installing the program The program is on a separate subdirectory, \REGISTER, on the Registered User diskette. This diskette is not distributed as shareware. (If you received this program from any source other than me, you have an illegal copy. Please notify me right away!) To install the program, copy all the files in the subdirectory to another disk. Starting the program The program file, MAILUTIL.EXE, must be present on the logged disk and subdirectory. 1a. If you are using two floppy diskettes, place the working copy of your program diskette in drive A:. 1b. If you are using a hard disk, log on to the disk and the subdirectory where you've installed the program. These instructions assume that the disk is C: and the subdirectory is MAIL. If your system is different, substitute the letter and subdirectory name for your system in the commands below. - Enter: C: - Enter: CD \MAIL 2. Enter: MAILUTIL This is the command that starts the program. 3. The title screen appears. Press the Space Bar to go on or press Esc to cancel and return to the operating system. The Main Menu When you press the space bar, the Main Menu appears: Page 5.1 Reliance Mailing List 2.40 User Manual Page 5.2 Chapter 5, The Utility Program ================================================================= RELIANCE MAILING LIST UTILITY PROGRAM MAIN MENU Please select: 1 FIX Reconstructs damaged files. Reads the master name file and writes new files on a second disk or on the same disk. (Be sure there's enough room.) 2 FIND DUPLICATES Lists duplicate entries on screen or printer. 3 EXTRACT Creates a subset of your files on another disk or subdirectory. 4 SPLIT Splits a single file on one disk into files on more than one disk on another drive. 5 MERGE Merges files on more than one disk into a single file on another disk. Esc Exit the program ==> _ ================================================================= Figure 5.1: Utility Program Main Menu Overview of the Utility Program The Utility program works with the Mailing List data files in five ways: 1. Fix. This fixes damaged data files. Files can get damaged in a number of ways; the symptoms are strange things displayed on the screen or cryptic error messages that end the program abnormally. The Utility program recovers all the data that is not damaged and writes it to a new set of files on the same or another disk. Name records with bad data in them are not written to the new files. This builds a new set of indexes for the files, so problems with indexes go away too. 2. Find Duplicates. Finds duplicate names and addresses and lists them on the screen or on your printer. It doesn't eliminate the duplicates for you, but it shows you where they are. 3. Extract. This creates a subset of your data files on another disk or in a different subdirectory. For instance, if your file included both Republicans and Democrats, you could use this option to create a file that contains only Republicans. Reliance Mailing List 2.40 User Manual Page 5.3 Chapter 5, The Utility Program 4. Split. You can split files kept on one disk onto several diskettes. Use this to move files from a computer with a hard disk to one that only has floppy disks. Have several blank formatted diskettes ready. You can split by last name or zip code. 5. Merge. You can merge files kept on several diskettes onto one disk. This is typically used to merge several diskettes onto a hard disk. You can do it all at once or you can exit the program in between diskettes. To select a menu option, Type: the number and press the Enter key. Reliance Mailing List 2.40 User Manual Page 5.4 Chapter 5, The Utility Program Fix Introduction Data files can get damaged in a number of ways. A diskette might be bad, or the power might go out while the program is writing to the disk, or random electricity might write incorrect data on the disk. One of the most common ways data is damaged is by switching diskettes without using the Main Menu option Change Data Files. The symptoms of bad data are: - Strange characters appear on the screen. - Strange characters are printed, or the printer does strange things. - The program ends abnormally with a cryptic error message, such as "Turbo Access Error 100 -- Disk Read Error" or "Turbo Access Error 1004 -- Index file created with different key or page size." The first two errors are caused by bad data in the Master file of name information. Error 100 is caused by a bad Index file; the index says there is a name record at a certain place in the Master file, but that location doesn't exist in the Master file. Error 1004 is caused by switching diskettes at the wrong time; information is written to the wrong place on the new diskette, damaging the index files. The Fix option reads the Master file, the file of names, and writes a new file with new indexes, either on the same disk or on another one. In the process it examines each name record, and if it contains bad data it doesn't write it out. As it writes, it creates new index files, so the end result is that the new Master file contains nothing but good data and the new Index files are all correct. Procedure When you select this option, the following screen appears: Reliance Mailing List 2.40 User Manual Page 5.5 Chapter 5, The Utility Program ================================================================= FIX ┌─────────────────────────────────────────────────┐ │ │ │ Make a backup copy of your data files first. │ │ If you're using floppy disks, use DISKCOPY. │ │ Otherwise, copy the files to another disk or │ │ subdirectory. │ │ │ └─────────────────────────────────────────────────┘ Press Enter (<┘) to continue or Esc to exit ================================================================= It's important to have a backup copy of your files in case something goes wrong while running the Fix option. If you don't have a backup copy, press Esc to go back to the menu, then exit the program and make a backup. If you do have a backup, press Enter to go on. The following screen appears: ================================================================= FIX Please enter the following. Press Esc to cancel. ┌─────────────────────────────────────────────────────────────────────┐ │ │ │ SOURCE drive and path, where the file to be fixed is located: │ │ │ │ C:\MAIL\_____________________________________________ │ │ │ │ TARGET drive and path, where the new files are to be written: │ │ │ │ _____________________________________________________ │ │ │ ================================================================= The Source drive and path is where the file that needs to be fixed is located. Your usual drive and path is already filled in for you. Change it only if you've put your files somewhere else. The Target is where you want the new files written. If your data is on a diskette, for instance drive B, enter B for the Source drive and A for the Target. If you are using a hard disk you can specify a path and, unlike the other options, you can specify the same drive and path for both the Source and Target files. This allows you to write the Target files in a Reliance Mailing List 2.40 User Manual Page 5.6 Chapter 5, The Utility Program different subdirectory or in the same subdirectory on the same disk. You are then told to insert the Source and Target disks. ================================================================= Insert Source and Target disks Press space bar to continue or up-arrow to go back ================================================================= If you've entered A for the Target drive, remove the program diskette and put a blank formatted diskette in drive A. If you're using a hard disk, just press the space bar. If you need to change your entries you can press the up-arrow. When both disks are in place, press the space bar. If Mailing List files exist on the Target drive and directory, and the Target is not the same as the Source, you are asked if you want to overwrite them. If you say Yes, they are erased before the new files are written. The program reads the Source files and writes the Target files, eliminating bad name records as it goes. The Target files have the extension $$$ during this process. This is so they can be written on the same drive and directory as the Source files (extension RM2) if necessary. When it's finished, the program tells you how many records it has read and written. ================================================================= Number of names in the Source file: nnnn Number of names in the Target file: nnnn All done! Now make a backup of the new files. Run the mailing list program to make sure everything is OK. If it is, delete the Source files. The Source files now have the extension BAK instead of RM2. ================================================================= If the number of Source and Target names are different, you know that some bad name records have been eliminated. The Source files are renamed to have an extension of BAK (for Backup). At the end of the process the Target files are renamed from extension $$$ to RM2. Run the Mailing List program and inspect the names on file. If everything looks OK, you can erase the old (.BAK) files. Be sure to make a backup of the new files. Reliance Mailing List 2.40 User Manual Page 5.7 Chapter 5, The Utility Program Find Duplicates This option finds duplicate names and addresses in your data file. When you run it, you tell it where to find your data files, what kind of duplicates to look for, and whether to list what it finds on the screen or on the printer. The program only lists the duplicates, it doesn't remove or correct them. To do that, you must run MAIL, the Mailing List program. Procedure When you select this option, the following screen appears: ================================================================= FIND DUPLICATES Please enter the following. Press Esc to cancel. ┌──────────────────────────────────────────────────────────────┐ │ │ │ Where are the data files? Enter the drive and path: │ │ │ │ C:\MAIL\_____________________________________________ │ │ │ │ │ │ What do you wish to compare? │ │ │ │ 1 Last name │ │ 2 Full name │ │ 3 Address line 1 │ │ 4 City and State │ │ 5 Zip code │ │ 6 Sound-alike last name 1, 2, 3, 4, 5 or 6: _ │ │ │ │ Do you wish to 1) Display duplicates on screen │ │ 2) Print a list of duplicates 1 or 2: _ │ │ │ └──────────────────────────────────────────────────────────────┘ ================================================================= This is the data entry screen for the option. After you fill out the screen, the program finds the duplicates. Drive and path Your usual drive and path are displayed. If this is correct, just press the Enter key. If your files are somewhere else, enter the full drive and path, but not the file names. Reliance Mailing List 2.40 User Manual Page 5.8 Chapter 5, The Utility Program What to compare Enter a number, 1 through 6, to pick what you want the program to look at when it looks for duplicates. Last name The program looks only at the last name. Upper and lower case are ignored. If you choose this, the program will tell you that "Sam Jones" and "Bill Jones" are duplicates. Full name The program looks at the first and last name together. The program will find duplicates of "Sam Jones," but will not catch "Sam Jones" and "Samuel Jones." Address line 1 The program finds duplicates of the first address line, regardless of the name. If "Sam Jones" and "Samuel Jones" have the same address, the program will catch them. City and State The program looks only at the city and state. Zip code The program looks only at the zip code. Sound-alike last name This finds names that sound similar but may be spelled differently. For instance, it will flag "Smith" and "Smythe" as duplicates. It uses the Soundex method used in geneological research. If you choose Address line 1, City and State or Sound-alike Last Name, the program has to create a temporary index before it can look for duplicates. The larger your file, the more time this will take. Be patient. Where to list the duplicates If you choose 1, Screen, the duplicates are shown on the screen one pair at a time. Choose this to get a quick look to see if there are any. If there are more than just a few, go back and choose 2, Print instead. If you choose 2, Print, the duplicates are listed on your printer. This gives you a complete list from which to work when you run the Mailing List program and delete duplicate names. Press space bar ... When you've made your selections, the following message appears: Reliance Mailing List 2.40 User Manual Page 5.9 Chapter 5, The Utility Program ================================================================= Press space bar to continue or up-arrow to go back ================================================================= This gives you a chance to review what you've entered and see if it's correct. If you've chosen to print, make sure the printer is ready before going on. Press the up-arrow to go back and change your entries. Press the space bar to go on. Understanding the output Following is an example of what might be displayed on your screen. The printed report is very similar. ================================================================= RELIANCE MAILING LIST Reliance Software Test Data 1/18/92 23:58 Duplicate names -- Last name Adams P.O. Box 2720 Sam and Laura Austin, TX 78799 Adams P.O. Box 2720 S. and L. Austin, TX 78799 -------------------------------------------------------------------- Press Enter (<┘) to continue or Esc to quit ================================================================= The top of the screen (or the title of the report) shows the data file ID, the date and time, and what the program is comparing. In this example, it's comparing the last name. When the program finds a pair of names that duplicate each other, it displays them and pauses. If you press Enter, the program keeps on looking. If you press Esc, it stops looking. Because the program displays pairs of entries, if there are three or more the display will look like this: Reliance Mailing List 2.40 User Manual Page 5.10 Chapter 5, The Utility Program ================================================================= RELIANCE MAILING LIST Reliance Software Test Data 1/18/92 23:58 Duplicate names -- Last name Adams P.O. Box 2720 Sam and Laura Austin, TX 78799 Adams P.O. Box 2720 S. and L. Austin, TX 78799 -------------------------------------------------------------------- Adams P.O. Box 2720 S. and L. Austin, TX 78799 Adams 5014 Lewis Avenue Mimi Austin, TX 78788 -------------------------------------------------------------------- Press Enter (<┘) to continue or Esc to quit ================================================================= This looks like four entries, but it's not; it's only three. "Adams, S. and L." is the second entry in the first pair and the first entry in the second pair. It's really only one entry in the data file. It appears like this because the program only looks at two entries at a time. Stopping before the end Press Esc if you want to stop before you've reached the end. If you are not at the prompt "Press Enter to continue or Esc to quit," you'll be asked if you want to quit. Type Y for Yes or N for No. At the end When the program has reached the end or when you've pressed Esc, the following message appears: ================================================================= 9999 pairs found Press Enter (<┘) to go again or Esc to return to the menu ================================================================= This time pressing Enter will return you to the data entry screen where you can change your entries and go again. If you press Esc, you'll go back to the Utility Program Main Menu. Reliance Mailing List 2.40 User Manual Page 5.11 Chapter 5, The Utility Program Correcting the duplicates This program option only displays or prints the duplicates; it doesn't fix them for you. To fix them, run the Mailing List program and select the option Browse. Working from your printed list, enter the last name of one of the entries in each pair. The program will display the whole data entry form. Press N to see the next one and P to see the previous one until you find the one you want to delete. Then press D to delete it. Repeat this for all the ones you want to delete. Reliance Mailing List 2.40 User Manual Page 5.12 Chapter 5, The Utility Program Extract This is used to create a new set of data files that contain a subset of the names in your main files. For instance, if you had the categories "Democrats" and "Republicans" in your file and you wanted to give someone a file containing only those names listed as Democrats, you could use this option to do so. This option is the same as Split with one exception. After you say how you want the names extracted, by last name or by zip code, you are asked to select the names for output. The selection screens are the same as in the Mailing List program. You can select by category, by user code, etc. For instructions, please refer to "Split," page 5.13, and "Selecting names for output" on page 4.13. Reliance Mailing List 2.40 User Manual Page 5.13 Chapter 5, The Utility Program Split If you have a set of files on a hard disk that is too big to copy onto a diskette, this lets you create files on several diskettes. Each diskette has its own indexes and is a separate and complete set of data files. You can split in last name sequence or in zip code sequence. You specify how many names to put on each diskette. When you select this option, the following screen appears: ================================================================= SPLIT Please enter the following. Press Esc to cancel. ┌─────────────────────────────────────────────────────────────────┐ │ │ │ SOURCE drive and path, where the file to split is located: │ │ │ │ C:\MAIL\_____________________________________________ │ │ │ │ TARGET drive and path, where the new files are to be written: │ │ │ │ _____________________________________________________ │ │ │ │ Number of names to write on each Target disk:..... 0 │ │ │ │ This requires 0 K free on each disk, OK? Y/N: No │ │ │ └─────────────────────────────────────────────────────────────────┘ ================================================================= Figure 5.2: Split Enter the information requested. The Source and Target may be a drive letter or a complete path. You must also enter the number of names to write on each disk. The program calculates how much disk space will be needed. If this is OK, type Y for Yes. If not, type N for No. If you answer No, the cursor goes back to the number of names. When you answer Yes, the following message appears: ================================================================= Insert SOURCE disk in C:\MAIL\ Press Enter to continue, PgUp to go back, or Esc to cancel. ================================================================= Reliance Mailing List 2.40 User Manual Page 5.14 Chapter 5, The Utility Program If the Source drive is a hard disk, just press the Enter key; if it's a floppy disk drive, insert the disk and then press Enter. Next, the following appears: ================================================================= Do you want names split by 1 Last name 2 Zip code 1 or 2: _ ================================================================= If you specify Last Name, the file will be split alpha- betically. However, there's no guarantee that the split will occur in between letters of the alphabet. In other words, you might end up with A through M on one disk and M through Z on another, with the Ms split between the two. Similarly, if you specify Zip Code, the names will be split by zip code, but a zip code might be split across disks. If you are extracting data (see page 5.12) and not just splitting files, the selection screens appear at this point (refer to page 4.13). If you are splitting files and not extracting, the selection screens don't appear. Next, the following message appears: ================================================================= Ready to split. Press Enter to continue, PgUp to go back, or Esc to cancel. ================================================================= At this point you can go back and check what you've entered. After you press Enter to continue, you can't. When you press Enter you are asked to put in a Target diskette: ================================================================= SPLIT Splitting C:\MAIL\ to A: by last name ──────────────────────────────────────────────────────────────────────────────── Put TARGET disk 1 in A: Press Enter (<┘) to continue or Esc to exit ================================================================= This starts a process that repeats until you tell it to stop. If the program finds Mailing List files on the Target disk, you are asked if you want to overwrite them. If you say Reliance Mailing List 2.40 User Manual Page 5.15 Chapter 5, The Utility Program Yes, the program creates new files on the Target diskette, deleting the old ones. If you say No, you are asked to put in another diskette. The program lists the first and last name on each diskette before it asks you to put in another one. You may wish to write down which names are on which diskette for future reference. ================================================================= First name on disk 1 = Able Last name on disk 1 = Keane Put TARGET disk 2 in A: Press Enter (<┘) to continue or Esc to exit ================================================================= This process repeats until the program has read and written all the names in the Source files. At the end, it tells you how many names were copied: ================================================================= 250 names written on each disk 31 names written on last disk Done! 531 names written on 2 disk(s) Press space bar to continue ================================================================= Press the space bar to return to the Main Menu. Error message You might get a cryptic error message when running the Split option, "Turbo Access Error 4 -- Too many open files." This occurs when your CONFIG.SYS file either doesn't exist or doesn't specify a high enough value for the Files command. You will have to use a text editor to either create or modify the CONFIG.SYS file on your boot disk or root directory to contain the command "Files = n," where n is at least 16. See your DOS manual for more information. Reliance Mailing List 2.40 User Manual Page 5.16 Chapter 5, The Utility Program Merge This allows you to move Mailing List data files on several floppy disks to a computer with a hard disk. If you just copy the files, the second set of files will write over the first. This option reads data from multiple floppy disks and writes a new set of data files on another, presumably hard, disk. The new set contains the names from all the diskettes, not just the last one you copied. When you select this option, the following screen appears: ================================================================= MERGE Please enter the following. Press Esc to cancel. ┌──────────────────────────────────────────────────────────┐ │ │ │ SOURCE drive, │ │ where the files to be merged are coming from: _ │ │ TARGET drive, │ │ where the new files are to be written: │ │ │ ================================================================= Figure 5.3: Merge First you enter drive letters for the Source and Target disks. You can only enter a single letter for the Source and Target drives, so you must move to the appropriate subdirectory before you start the program. If you leave a drive blank (press the Enter key without having typed anything), the program puts in the currently logged drive. The drive must be a letter between A and Z. It's up to you to enter a valid drive for your system. If you want to cancel and return to the menu, just press the Esc key. Next you are told to insert the disks. ================================================================= Insert TARGET disk in drive C Press Enter (<┘) to continue or Esc to exit. ================================================================= When it tells you to insert the Target disk, if the Target disk is the hard disk, just press the Enter key. If you are writing to a floppy diskette, insert it in the target drive and then press the Enter key. When you do so, the program checks to see if the files already exist. If they do, the following message appears: Reliance Mailing List 2.40 User Manual Page 5.17 Chapter 5, The Utility Program ================================================================= Files already exist on drive C. Do you wish to 1 Replace them? 2 Merge source files with them? 1 or 2: _ ================================================================= If you select Replace, the files on the Target disk are erased and the new files take their place. If you select Merge, the data from the Source disk(s) is merged with what is already there. This lets you do the merge in several steps, exiting the program in between if you need to. If files do not already exist, the program creates them. Next, the following messages appear: ================================================================= Number of disks merged so far: 0 Number of names merged so far: 0 Insert SOURCE disk in drive A Press Enter (<┘) to continue or Esc to exit ================================================================= This is your last chance to cancel. When you press Enter, the program reads the Source files and writes the Target files. If there is any invalid data in Source data, that data is rejected; only good data is merged. (See above, under "Fix," page 5.4, for more about fixing invalid data.) When the program is done with a diskette, the message about how many have been merged is updated and you are asked for another diskette. Keep inserting diskettes when asked until you've processed all of them. Press Esc when you are done. Finally, the following message is displayed: ================================================================= Done merging. Target contains nnnn names. Press space bar to continue ================================================================= When you press the space bar, the Main Menu appears. Reliance Mailing List 2.40 User Manual Page 5.18 Chapter 5, The Utility Program Chapter 6 Protecting your data Like it or not, sometimes disks get damaged or data files are accidentally erased. You should always make a backup copy of your files whenever you have entered, changed or deleted data. Store the backup diskette separately from your everyday data diskette. If something should happen to your data diskette, make a copy of the backup diskette and use it. Diskettes are cheap; your time and data are not, so always make a backup! This chapter tells you how to back up your data files and how to restore them if they get damaged. Backing up your data The Reliance Mailing list data files all have the extension RM2. The procedure for backing up your files is quite simple. Just exit the program and copy them to a floppy diskette. Floppy disk This procedure assumes that your program disk is in drive A: and your data disk is in drive B:. 1. When you have exited the program and are at the operating system prompt, remove the program disk and put a formatted floppy diskette in drive A:. 2. Enter: COPY B:*.RM2 A: This copies all the data files from B: to A: When you are done, label the diskette "Reliance Mailing List data backup" and write the date on it. Hard disk This procedure assumes that your data is on drive C:. If your system is different, substitute your drive letter in these instructions. 1. When you have exited the program and are at the operating system prompt, put a formatted floppy diskette in drive A:. The "C>" prompt should be showing. 2. Enter: COPY *.RM2 A: Page 6.1 Reliance Mailing List 2.40 User Manual Page 6.2 Chapter 6, Protecting your data This copies all the data files from the drive you are on, C:, to A:. When you are done, label the diskette "Reliance Mailing List data backup" and write the date on it. Caution If it appears that your files have become damaged, do not back them up! If you back up damaged files, your backups will be damaged too. Instead, restore the backup files. See below for instructions. Restoring your data To "restore" means to copy the backup files onto the data disk. When you do this, the files on your data disk become as they were the last time you backed them up, and you'll have to re-enter information entered since then. Do this only if your data files are damaged or accidentally erased. The procedure is simple. Exit the program and copy the files from the floppy diskette to the data disk. Floppy disk 1. When you have exited the program and are at the operating system prompt, remove the program disk and put the backup diskette in drive A:. 2. Enter: COPY A:*.RM2 B: This copies all the data files from A: to B:. Hard disk This procedure assumes that your data is on the hard disk in the MAIL subdirectory. If your system is different, substitute your subdirectory name in these instructions. 1. When you have exited the program and are at the operating system prompt, put the backup diskette in drive A:. 2. Be sure you are in the correct subdirectory. If necessary, change to it by entering CD \MAIL. 2. Enter: COPY A:*.RM2 This copies all the data files from A: to the hard disk. Insufficient disk space This section tells you how to back up your files when they are too big to fit on a single diskette. In this case, the following message appears: Reliance Mailing List 2.40 User Manual Page 6.3 Chapter 6, Protecting your data ---------------------------------------- Insufficient disk space ---------------------------------------- If your data is on floppy diskettes, this means that the backup disk has other files on it. Erase these files and then try again. The rest of this section concerns a hard disk. If the Master file will fit on a single diskette, copy it and the other files separately. First copy MASTER.RM2 to one diskette, then copy INDEX1.RM2, INDEX2.RM2 and SCR.RM2 to another diskette. If the Master file is too large to fit on a diskette, use the DOS BACKUP program. Using the BACKUP program The BACKUP program splits large files over more than one diskette. The following procedure tells how to use it. (There are different ways to do this, but this is one of the simplest. Please read your DOS manual for complete details.) 1. You will need a number of blank formatted floppy diskettes; the exact number depends on how big your data files are. To be safe, have five or six blank formatted diskettes ready. 2. Be sure you are in the MAIL subdirectory. Enter: CD \MAIL You must already have copied the BACKUP and RESTORE programs from your DOS diskette to the hard disk in this directory. If you have not done this, you must have entered a Path command that names the subdirectory where they are found. (See your DOS manual for more information about the Path command.) 3. Enter: BACKUP *.RM2 A: Leave a space between "BACKUP" and "*.RM2" and between "*.RM2" and "A:." Type a colon, not a semicolon. This will cause all the files with the extension "RM2" to be backed up on the floppy diskette(s) in drive A. The following message appears: Reliance Mailing List 2.40 User Manual Page 6.4 Chapter 6, Protecting your data ---------------------------------------- Insert backup diskette 01 in drive A: Warning! Diskette files will be erased Strike any key when ready ---------------------------------------- 4. Place a blank formatted diskette in the floppy diskette drive and press any key. The following message appears: ---------------------------------------- *** Backing up files to diskette 01 *** ---------------------------------------- and the file names are displayed as they are backed up. 5. Label the diskette -- use a felt-tip pen so you won't damage it -- with the program name, the number of the backup diskette and the date, so you will know when your last backup was and the order in which to use the diskettes to restore your files. 6. If more than one diskette is required, the following message is displayed: ---------------------------------------- Insert backup diskette nn in drive A ---------------------------------------- where "nn" is the disk number. Repeat steps 4 and 5 until the "C>" prompt appears, indicating that all files have been backed up. If things go wrong with BACKUP The BACKUP program displays the file names as they are backed up. If file names are not displayed, something is wrong. Check the following: - If the message "Bad command or file name" appears, the BACKUP program is not in the same directory as your data or you are not in the right directory. Use the CD command to change to the right directory and copy the BACKUP program from your DOS diskette. Reliance Mailing List 2.40 User Manual Page 6.5 Chapter 6, Protecting your data - Be sure you have typed the command correctly. There must be a space after the word "BACKUP" and after the file name ("*.RM2" in the example shown), but nowhere else. Type a colon, not a semicolon. Using the RESTORE program This section tells how to use the RESTORE program to copy files back onto your hard disk. You must use the RESTORE program to restore files backed up with the BACKUP program. (This is only an outline; there are different ways to do this, but this is one of the simplest. Please read your DOS manual for complete details.) 1. Be sure you are in the MAIL subdirectory. Enter: CD \MAIL The RESTORE program should be on the hard disk, in this directory. The "C>" prompt should be displayed. You may also enter a Path command that names the subdirectory where they are found. (See your DOS manual for more information about the Path command.) 2. Enter: RESTORE A: *.RM2 Leave a space between "RESTORE" and "A:" and between "A:" and :*.RM2." This will cause all the files with the extension "RM2" to be restored from the floppy diskette in drive A. (Note -- instead of "RM2," type the extension for your program's data files -- this is an example only.) The following message appears: ---------------------------------------- Insert backup diskette 01 in drive A: Strike any key when ready ---------------------------------------- 3. Insert the first backup diskette in the floppy disk drive and press any key. The following message is displayed: ---------------------------------------- *** Files were backed up MM/DD/YYYY *** *** Restoring files from diskette 01 *** ---------------------------------------- and the file names are displayed as each is copied from the floppy diskette to the hard disk. Reliance Mailing List 2.40 User Manual Page 6.6 Chapter 6, Protecting your data 4. If it took more than one floppy diskette to back up your files, the following message is displayed: ---------------------------------------- Insert backup diskette nn in drive A ---------------------------------------- where "nn" is the disk number. Repeat step 3 for each backup diskette until the C> prompt appears, indicating that all your files have been restored. NOTE -- When you restore your files like this, the files copied from the floppy diskette(s) replace the files on your hard disk. You may have to re-enter data you entered after the last time you backed up your files. If things go wrong with RESTORE The RESTORE program displays the file names as they are backed up. If file names are not displayed or the message "No files found to restore" appears, something is wrong. Check the following: - If the message "Bad command or file name" appears, the RESTORE program is not in the same directory as your data or you are not in the right directory. Use the CD command to change to the right directory and copy the RESTORE program from your DOS diskette. - Be sure you have typed the command correctly. There must be a space after the word "RESTORE" and after the colon, but nowhere else. Type a colon, not a semicolon. - Be sure you have the right backup diskettes; use the DIR command to view the directory. The files should have the same extension as your data files. Do not copy BACKUP files Do not use the DOS COPY command to copy files from your backup diskettes to the hard disk. Although the files on the diskette have the same name as your data files, they have a different internal format; the Mailing List program cannot use them. If you copy these files onto your hard disk you will destroy your data files on the hard disk. Don't do it. Chapter 7 Error messages This chapter explains the error messages that may appear in the programs. BEGINNING COLUMN FOR LABEL 1 MUST BE AT LEAST 1 This appears when you are defining your own label style. The beginning column for label 1 must not be zero or less than zero. BEGINNING COLUMN FOR LABEL n MUST BE AT LEAST nnnn This appears when you are defining your own label style and you've entered too small a number for the beginning column for the label in the message. The number in the message is the beginning column for the preceding label plus the number of characters in the label plus one. Entering too small a number would cause the labels to overlap, which the program won't allow. Change either the beginning column for the label or the maximum number of characters in each label. CAN'T CREATE <filename> CAN'T CREATE FILES ON <pathname> CANNOT CREATE <filename> These appear in the Mailing List program and in the Utility program when the program is first creating files. If the message says "IOResult = 5," it means that the disk directory is full. If it says "IOResult = 101," it means there is no more room on the disk. In either case, you'll have to erase some files or use another disk. If the message includes a path name or it appears when you've entered the name of a file to which to export data, you may have entered an invalid path or put invalid characters in the file name. See your DOS manual for how to construct a valid file name and enter a different file name. Or the disk directory may be full. If it is, use a different disk. Page 7.1 Reliance Mailing List 2.40 User Manual Page 7.2 Chapter 7, Error messages CAN'T OPEN <filename> CANNOT OPEN <filename> This may mean that you specified an incorrect drive or path, or it may mean that your disk is damaged. Try changing the drive or path. CONVERSION ERROR This indicates a programming error on my part. Please contact me if you get this message. CRITICAL ERROR This message appears when the operating system, not the program, detects an error accessing the disk or the printer. A message box pops up over the screen and tells you what kind of error it is. If you can fix the error -- for instance by closing the drive door or turning on the printer -- do so and then press Enter. If you can't fix the error, the only thing you can do is press Esc to exit the program. If you exit the program, run the Fix option of the Utility program to be sure that your data files are not damaged. Printer error There are many causes for a critical printer error. Check to see if the printer is turned on, connected to the computer and on-line (usually indicated by a switch or light on the printer's control panel). Make sure there is paper in the printer and the ribbon is not used up. DATA FILES NOT FOUND This appears when you first start the program and you enter a data drive and path on which the files do not exist. You have the option of creating new files, using the up-arrow to go back and enter a different drive and path, or exiting the program. ERROR DELETING -- USE THE UTILITY PROGRAM TO FIX THE DATABASE This appears when you are deleting a name; it may mean that the data files are damaged or that your disk is damaged. In either case, exit the program and use the Fix option of the Utility program to rebuild your files. Reliance Mailing List 2.40 User Manual Page 7.3 Chapter 7, Error messages ERROR DELETING KEY xxxxx -- REC NUM nnn This appears when you are deleting or changing a name. It may mean that the data files are damaged or that your disk is damaged. In either case, exit the program and use the Fix option of the Utility program to rebuild your files. FATAL ERROR -- CAN'T FIND xxxxx This appears when you are adding or changing a name. It probably means there was a programming error on my part. Try using the Fix option of the Utility program to rebuild your files. If that doesn't work, contact me. FIELD NUMBER MUST NOT BE NEGATIVE FIELD NUMBER MUST NOT EXCEED 50 In the Import program you have to enter a number between zero and 50 for the field number. (Zero is the same as leaving it blank; nothing will be imported for that field.) FILES ARE MISSING ON <pathname> This appears in the option Change Data Files when you put a new disk in and then press Escape instead of the space bar. The program halts, but you haven't lost any data. Put the correct disk in the drive and start the program again. FILE NOT FOUND The Import program can't find the file you've entered for the Source file. Be sure you type it correctly and enter the drive and path if necessary, or insert the correct diskette. FILES NOT FOUND FILES NOT FOUND ON <pathname> The program can't find the data files on the drive and subdirectory that you've entered. Enter the correct drive and subdirectory, or insert the correct diskette. <filename> NOT FOUND ON DRIVE X This appears in the Utility program. Either you've entered the wrong disk drive or path, or you've put the wrong disk in the drive. Reliance Mailing List 2.40 User Manual Page 7.4 Chapter 7, Error messages INVALID PATH This appears when you enter a path that is not formed correctly or contains invalid characters. See your DOS manual for how to enter a path name. LAST AMOUNT MAY NOT EXCEED TOTAL AMOUNT This appears when you are adding a name. Correct either the last amount or the total amount. NEW DATE MAY NOT BE EARLIER THAN LAST DATE This appears when you are recording a contribution. The date of the contribution may not be earlier than the date already on file. If the date on file is wrong, press Esc to quit recording the contribution, then press C to change it. <number> NOT WRITTEN -- TOO LONG. This appears after you've created a file to export data. It means that some of the name and address records weren't written to the export file because they would have been too long. The program can't write a line in the export file longer than 255 characters (240 for Lotus 1-2-3). If it's important that you write all of them to the export file, go back and do it again, selecting fewer fields. NUMBER OF LINES MUST BE AT LEAST 4 When you define your own label style, you must have at least four lines per label because there are four lines of information to print, the name, two address lines, and the city, state and zip code. Enter a larger number. ORIGINAL FILES NOT FOUND This appears in the Conversion program. The "original" files are the files from version 2.0, 2.01 or 2.10. You have entered the drive and path incorrectly or have inserted the wrong disk. Correct your entry or insert the right disk and try again. RUNTIME ERROR nnn AT nnnn:nnnn If the error number is 101, it means the disk is full. If you are creating a file to export data, erase unneeded files on your disk or use a different disk and try again. Reliance Mailing List 2.40 User Manual Page 7.5 Chapter 7, Error messages If the error occurs in another option, use the Fix option of the Utility program to rebuild your data files and then try again. If that doesn't work, contact me. For more explanation of some of the error numbers, see "Turbo Access Error" below, page 7.6. SOURCE AND TARGET MUST BE DIFFERENT SOURCE DRIVE AND TARGET DRIVE MUST BE DIFFERENT These appear in the Utility program in the Split, Merge and Extract options. You must split or merge files on different drives or subdirectories. SOURCE FILES NOT FOUND ON <pathname> SOURCE FILES NOT FOUND ON DRIVE X These appear in the Utility program. The program can't find the source files on the drive or in the subdirectory you have specified. Correct your entry or put the right disk in the drive. SOURCE MASTER FILE NOT FOUND This appears in the Fix option of the Utility program. The program can't find the master file to be fixed on the drive or in the subdirectory you have specified. Correct your entry or put the right disk in the drive. SPRINT CAN'T HANDLE MORE THAN 16 FIELDS (CATEGORIES ARE 8) This appears when you select Sprint for the file to which to export data and then select more than sixteen fields for the file. Sprint can handle a maximum of sixteen. Categories create eight fields in the output file, one for each category. Select fewer fields. THE FILE IS EMPTY This appears when you select the Browse option and there are no names on file. You can't browse an empty file. Reliance Mailing List 2.40 User Manual Page 7.6 Chapter 7, Error messages THERE'S NOT ENOUGH DISK SPACE TO CREATE THE TEMPORARY INDEX This appears in the Find Duplicates option of the Utility program. The program must create a temporary index if you want to look for duplicate addresses, cities and states, or sound- alike names. This message appears if there's not enough room on your disk to do so. Exit the program and erase unneeded files from your program disk or from your data disk. The temporary index needs as much space as INDEX2.RM2. Enter DIR to display the directory and see how big INDEX2.RM2 is, and then delete some files so there is at least that much room on your disk. THERE'S NOT ENOUGH SPACE ON DRIVE X This appears when you try to add a name and the disk is full, or nearly full. Either use a different disk or exit the program and erase some files from your disk. If you want to use a different disk, use the Change Data Diskette option; do not change diskettes without using this option! TURBO ACCESS ERROR This indicates a problem reading, writing or creating a file. The following table shows the most common errors: Error number What it means What to do 4 Too many The operating system Create a CONFIG.SYS open files can't open another file on your boot file. You do not have disk on in the root a CONFIG.SYS file on directory of your on your boot disk or hard disk. The file you have one but it must include the doesn't have a FILES command "FILES = n," command or the FILES where n is at least command doesn't 16. See your DOS specify a high enough manual For more number. FILES must be information about at least 16. the CONFIG.SYS file. 100 Disk The program is trying Run the Fix option Read to read past the end of the Utility Error of the file. This is program. It was caused by a bad index designed for just file. The index says this type of there is a name record problem. at a certain place in the master file, but that location doesn't actually exist in the master file. Reliance Mailing List 2.40 User Manual Page 7.7 Chapter 7, Error messages 1004 Index The index file has Run the Fix option File been damaged, most of the Utility ... likely by switching program. diskettes at the wrong time. For errors not in this table, use the Fix option of the Utility program to rebuild your data files and then try again. If that doesn't work, contact me. YOU CANNOT CHANGE COLORS ON A MONOCHROME MONITOR The Change Colors option on the Utility menu only works with color monitors. YOU MUST ENTER A VALUE FOR LAST NAME In the Import program you've left the Last Name blank. You have to import something into the Last Name field; the Mailing List program requires it. Enter a number between 1 and 50. Appendix A Converting Data from earlier versions This tells you how to use the Conversion program to transfer data from files that were used by Reliance Mailing List versions 2.0, 2.01 and 2.10 to files used by version 2.40. The new version will not read the files from version 2.10 or earlier, so you must use the conversion program to transfer the data. If you've been using version 2.20, 2.21 or 2.30, you don't need to convert your data. Don't run the conversion program; it won't work. Procedure 1. If you are using a hard disk, log on to the disk and the subdirectory where you have installed the program. These instructions assume that the disk is C: and the subdirectory is MAIL. If your system is different, substitute the letter and subdirectory name for your system in the commands below. - Enter: C: - Enter: CD \MAIL If you are using two floppy diskettes, place the working copy of your program diskette in drive A: and enter A:. 2. Enter: MAILCONV This starts the Mailing List Conversion program. The following screen appears: Page A.1 Reliance Mailing List 2.40 User Manual Page A.2 Appendix A, Converting Data from earlier versions ================================================================= RELIANCE MAILING LIST CONVERSION PROGRAM This program converts data files from version 2.0, 2.01 or 2.10 into the format required by Reliance Mailing List version 2.20, 2.30 or 2.40. The original files are MASTER.RML, INDEX1.RML, INDEX2.RML and SCR.RML. The new files will be MASTER.RM2, INDEX1.RM2, INDEX2.RM2 and SCR.RM2. Enter the drive and path where the original files are and where you want the new files written. Press Esc to cancel. ORIGINAL drive and path, where the files to be converted are located: _____________________________________________________ NEW drive and path, where the new files are to be written: _____________________________________________________ ================================================================= NOTE: If the screen says "Bad command or file name" instead, it means you do not have the conversion program on your program disk or on your hard disk in the current subdirec- tory. Install the program again, following the directions in Chapter 3. 3. Enter the drive and path where the 2.0, 2.01 or 2.10 files are located. If you are using two floppy diskettes, you may remove the program disk, so the original files should be in drive A: and the new files in B:. If you are using a hard disk, enter the drive and subdirectory. It can be the same as the new drive and subdirectory or different. 4. Enter the drive and path where you want the new files, version 2.40, to be created. If you are using two floppy disks, enter B:. If you are using a hard disk, enter the drive and subdirectory. 5. The following message appears: ================================================================= Insert Original and New disks Press space bar to continue or up-arrow to go back ================================================================= If you need to, you may remove the program diskette now and insert the original data diskette in drive A:. When the original and new diskettes are in the drives, press the space bar. Reliance Mailing List 2.40 User Manual Page A.3 Appendix A, Converting Data from earlier versions 6. The program now converts your data, showing messages like these as it does so: ================================================================= Converting data file C:\MAIL\MASTER.RML to D:MASTER.RM2 ... Building indexes ... Converting SCR ... Done! Get rid of MAIL.COM, MAIL.000 and MAIL.001. Use MAIL.EXE, the version 2.40 program, instead. ================================================================= 7. The conversion is now complete. You have a new set of data files with the extension RM2. The old data files have not been changed. If you are using two floppy disks, put the old program and data disks aside and use the new program and data disks instead. If you are using a hard disk, erase the old program and data files from your disk. Be sure you have a backup on floppy disks first. To erase the old program, enter the following commands: DEL MAIL.COM DEL MAIL.00? DEL MAILUTIL.COM To erase the old data files, enter DEL *.RML NOTE: If you are using a hard disk and you have the old program in the same subdirectory as the new, you must erase the old program before you can run the new one. The old program is MAIL.COM, and the new one is MAIL.EXE. If you enter MAIL to run the program and MAIL.COM is on the disk, it will run instead of MAIL.EXE. The same goes for MAILUTIL.COM and MAILUTIL.EXE. 8. If you have more data files to convert, start over at step 1, above. When you are done, you may erase the file MAILCONV.EXE from your program disk or your hard disk. Appendix B Importing data from a comma-delimited file This explains how to use MAILIMPO, a program to import names and addresses into the Reliance Mailing List version 2.40. About the program Many people have asked for a way to import data that has already been entered in another program into the Reliance Mailing List, so they don't have to type it in again. The File Import program provides a way to do this, if the other program can export the data in a specific format, called a "comma-delimited text file," defined below. Installing the program The program is on a separate subdirectory on the Registered User diskette. This diskette is not distributed as shareware. (If you received this program from any source other than me, you have an illegal copy. Please notify me right away!) To install the program, copy all the files in the subdirectory to another disk. Instructions are given in Chapter 3 on page 3.2 for floppy disks and 3.3 for hard disks. Overview of Procedures 1. First, run the other program and tell it to write its name and address data in a comma-delimited text file. You'll have to read the documentation for the other program to find out how to do this. The definition of a comma-delimited text file is given below. 2. Next, if you haven't already done so, run the Mailing List program, MAIL, to create your data files. You have to do this before you can import any data into them. The File Import program does not create the Mailing List files. 3. Run the File Import program, MAILIMPO. You tell it the name of the comma-delimited file and the location of your Mailing List files. Then you tell it which field in the comma- delimited file corresponds to each field in your Mailing List file. Page B.1 Reliance Mailing List 2.40 User Manual Page B.2 Appendix B, Importing data from a comma-delimited file Definition: Field means one piece of information. For instance, First Name is a field and Last Name is another field. 4. Finally, the File Import program reads the comma-delimited file and writes the data into the Mailing List files. At the end it tells you how many records were imported. Definition: Record means all the data for one name. All the fields for, say, John Smith, make up the record for John Smith. The Comma-Delimited Text File The other program must write its data in a file on disk in a specific format. A file that Lotus 1-2-3 can import using the command "/FIN" (File Import Numbers) or one that WordStar can use as a MailMerge file will work. The format is as follows: - The file is a text file; each line of text ends with a carriage-return character and a line-feed character. - Each line contains all the information for one name and address record. - All records contain the same number of fields. - Fields may vary in length, but the whole line may not exceed 255 characters (not counting the carriage-return and line- feed). - No field may contain a double-quote (") character. - Each field in the line is separated from the next by a comma. - If the field contains a comma, it must be surrounded by double-quotes ("). The double-quotes are inside the commas. Example: ,"Building A, Room 101", - If the field does not contain a comma, it does not need to be surrounded by double-quotes. Example: ,Building A Room 101, It's OK if it is surrounded by double-quotes, however. - There is no comma after the last field in a line. - An empty field (no value) is indicated by two commas in succession. An empty field at the end of a line is indicated by a comma and then the carriage-return. Example: Reliance Mailing List 2.40 User Manual Page B.3 Appendix B, Importing data from a comma-delimited file Jonathan,,Sachs,Austin,TX,78799, - Date: The date must be in the standard U.S. sequence of month, day and year. It can be in any of the following formats: * MMDDYY, with nothing in between the digits. This format must be exactly 6 digits long. If a month, day or year is only one digit, put a zero before it. For instance, April 1, 1990 would be written as "040190." * MMDDYYYY, with nothing in between the digits. This format must be exactly 8 digits long. If a month, day or year is only one digit, put a zero before it. For instance, April 1, 1990 would be written as "04011990." * MM/DD/YY or MM-DD-YY. This format has a non-numeric character between the digits. Any non-numeric character will do, but there must be only one between each set of digits. A single-digit month, day or year is OK. Also, the year can be two or four digits. For instance, April 1, 1990 could be written as "4/1/90," or "4/1/1990" or "04-01-1990," etc. In this format, blanks are OK too. For instance " 4- 1-90" will work. If the year is between 80 and 99, the program makes it 1980 through 1999. If the year is between 0 and 79, the program makes it 2000 through 2079. If you want a different century, put all four digits in the date. - Dollar amounts may have commas in them, or the commas may be omitted. Do not include dollar signs or cents signs. For instance, both "12,345.67" and "12345.67" are OK, but "$12,345.67" isn't. Remember, if there are commas, the field must have double-quotes around it. - Selection Categories. To import data into the Yes/No selection categories, include a field for each one in the comma-delimited file. To put a Yes in a selection category field, put a "Y" or a "y" or a word that begins with Y in the comma-delimited file. Anything else will put a No in the selection category field. It's OK if the comma-delimited file doesn't contain all the fields that the Mailing List program does. Anything that's missing will end up as empty fields in the Mailing List program. Also, the fields in the comma-delimited file can be in a different order from how they appear on the Mailing List screen. Example Here is a record from an example comma-delimited file. Remember, in the file on disk it's all one line. Reliance Mailing List 2.40 User Manual Page B.4 Appendix B, Importing data from a comma-delimited file "Nina","Borodine","1406 West 6th Street","","Austin", "Tx","78703",35.00,"1/4/89",45.00,,"Y",,,,,, Running the program 1. If you are using a hard disk, log on to the disk and the subdirectory where you have installed the program. These instructions assume that the disk is C: and the subdirectory is MAIL. If your system is different, substitute the letter and subdirectory name for your system in the commands below. - Enter: C: - Enter: CD \MAIL If you are using two floppy diskettes, place the working copy of your program diskette in drive A: and the working data diskette in drive B:. 2. Enter: MAILIMPO to start the program. The first of two data entry screens appears: ================================================================= ╔═════════════════ RELIANCE MAILING LIST FILE IMPORT PROGRAM ════════════════╗ ║ ║ ║ This imports data from an ASCII comma-delimited file into the Reliance ║ ║ Mailing List version 2.40. Read the documentation, Appendix B, to find ║ ║ out how to format the comma-delimited file. Run the Mailing List program ║ ║ first to create the Mailing List files. Then run this program to import ║ ║ the comma-delimited data into the Mailing List files. ║ ║ ║ ║ ║ ║ Enter the file names below, or press Esc to cancel. ║ ║ ║ ║ ┌───────────────────────────────────────────────────────────────────┐ ║ ║ │ │ ║ ║ │ SOURCE drive, path and filename, the comma-delimited file: │ ║ ║ │ │ ║ ║ │ _________________________________________________________________ │ ║ ║ │ │ ║ ║ │ TARGET drive and path, where the Mailing List files are: │ ║ ║ │ │ ║ ║ │ _____________________________________________________ │ ║ ║ │ │ ║ ║ └───────────────────────────────────────────────────────────────────┘ ║ ║ ║ ╚════════════════════════════════════════════════════════════════════════════╝ ================================================================= Figure B.1: Source and Target files Reliance Mailing List 2.40 User Manual Page B.5 Appendix B, Importing data from a comma-delimited file Source drive, path and filename Enter the name of the comma-delimited file. If it's on a different disk, enter the disk drive. If it's in a different subdirectory, enter the path as well. For instance, if the comma-delimited file is named "EXPORT.FIL" and is on drive C in a subdirectory named "WP," you'd enter "C:\WP\EXPORT.FIL." If you need to put a different diskette in the drive, do it before you enter the Source drive, path and filename. For instance, you may have your program diskette in A:, your data diskette in B:, and the comma-delimited file on a third diskette. When the screen shown above appears, remove the program diskette and put the comma-delimited diskette in A: and then enter the═ Source information. Target drive and path Enter the drive and path where your Mailing List files are. If you just press Enter on an empty field, the program enters the current disk and directory for you. If your Mailing List files are somewhere else, you have to enter the disk drive and path. When you enter this information, the message "Press space bar to continue or up-arrow to go back" appears. This lets you make sure the information is correct before going on. To correct your entries, press the up-arrow. When you're sure they're OK, press the space bar. The second data entry screen appears: Reliance Mailing List 2.40 User Manual Page B.6 Appendix B, Importing data from a comma-delimited file ================================================================= ╔═════════════════ RELIANCE MAILING LIST FILE IMPORT PROGRAM ═══════════════╗ ║ ║ ║ Here is the first line of the comma-delimited file: ║ ║ ┌──────────────────────────────────────────────────────────────────┐ ║ ║ │"Alan"," Alper","5513 The High Road","P.O. Box 1234","Austin","Tx"│ ║ ║ │,"78712", 100.00 ,"12/31/85", 150.00 ,,"Y",,,,,, │ ║ ║ │ │ ║ ║ │ │ ║ ║ └──────────────────────────────────────────────────────────────────┘ ║ ║ Enter the number of the field in the line above to be imported into each ║ ║ field in the Reliance Mailing List below. Leave blank for no import. ║ ║ ┌──────────────────────────────────────────────────────────────────┐ ║ ║ │ First Name: __ Zip Code: __ Selection Categories │ ║ ║ │ Last Name: __ Home Phone: __ 1 .................... __ │ ║ ║ │ Title: __ Work Phone: __ 2 .................... __ │ ║ ║ │ Salutation: __ User Code: __ 3 .................... __ │ ║ ║ │ 4 .................... __ │ ║ ║ │ Address: __ Contributions 5 .................... __ │ ║ ║ │ Address: __ Last Amount: __ 6 .................... __ │ ║ ║ │ City: __ Last Date: __ 7 .................... __ │ ║ ║ │ State: __ Total Amount: __ 8 .................... __ │ ║ ║ └──────────────────────────────────────────────────────────────────┘ ║ ║ ║ ╚═══════════════════════════════════════════════════════════════════════════╝ ================================================================= Figure B.2: Field Numbers First line of the comma-delimited file The first line of the comma-delimited file appears in the upper box. This lets you see what you are working with as you enter data in the lower window. The illustration above is only an example; your data will appear instead. Field numbers In the lower window, enter the number of the field in the comma-delimited file that corresponds to each field in the Mailing List file. For instance, if the first field in the comma-delimited file is the first name, you'd enter 1 next to First Name in the lower window. If the second field is the last name, you'd enter 2 next to Last Name. If no field in the comma-delimited file corresponds to a field in the Mailing List file, leave the number blank. In the example above, for instance, there's no title and no salutation, so you'd leave these blank. The first address line is the third field in the comma-delimited file, so you'd enter 3 for Address 1. When you've filled in the lower window, press PgDn or press Enter enough times to go past Category 8. The message "Press space bar to continue or up-arrow to go back" appears. Again, Reliance Mailing List 2.40 User Manual Page B.7 Appendix B, Importing data from a comma-delimited file this lets you review the information before going on. When you're sure it's correct, press the space bar. Results As soon as you press the space bar, the program imports the data. When it's done, a message similar to the following appears: ================================================================= 207 records read 205 records imported into Reliance Mailing List 2 records not imported ================================================================= Figure B.3: Results If any records were not imported it's because they had no last name and no first name. The Mailing List program requires the last name, so records with no name are rejected. The program ends at this point. Run the Mailing List program and use the Browse function to look at your data and make sure it's correct. If your data is not correct If your data doesn't look right when you look at it in the Mailing List program, it may be because you didn't enter the field numbers correctly. Go back and make sure you know exactly which comma-delimited field corresponds to each Mailing List field. Also, make sure the comma-delimited file matches the requirements listed above. If the data is wrong, fix the problem in the comma-delimited file or in the field numbers and try again. However, before you try again, you must delete the Mailing List files and create new ones. If you don't, the data you import the second time will be added to the data you imported the first time. It won't replace it. If you need to import the data again, do the following: 1. Delete the Mailing List files. a. If you are in the same directory as your data files, Enter: DEL *.RM2 b. If your data files are on a disk in drive B:, Enter: DEL B:*.RM2. 2. Run the Mailing List program to create new data files. Reliance Mailing List 2.40 User Manual Page B.8 Appendix B, Importing data from a comma-delimited file 3. Run the File Import program again to import the data into the new files. Other Here are some other things to know about the File Import program. If the last name field in the comma-delimited file is empty, the program imports the first name into the Last Name field instead. If the first name is also empty, the record is not imported, because the Mailing List program requires an entry for Last Name. If the first address line is blank, the program moves the second address line up to the first address line. If something is invalid in a comma-delimited field -- for instance, if a date field contains an invalid date or a dollar field contains invalid characters -- the data is not imported. The Mailing List field is left empty. You may have some information that doesn't correspond. For instance, there's no place in the Mailing List program for a middle initial or a suffix, such as "Jr." or "M.D." If you can, get the other program to put the middle initial in the same field as the first name and the suffix in the same field as the last name. If there's a field that doesn't correspond, just don't enter its number and it won't be imported. Don't import the data twice, because you'll get duplicate entries in the Mailing List file. See Chapter 7 for an explanation of error messages you may encounter. Appendix C Examples The following pages contain sample lists and labels, in the following order: - Full list (compressed) - Name and address list, one line per name (compressed) - Name, address and phone list (normal) - Name and phone list, one line per name (normal) - Labels, one-across, compressed - Labels, one-across, normal - Labels, two-across, compressed - Labels, two-across, normal - Labels, three-across, compressed - Labels, three-across, normal Cheshire labels are not shown because they are printed on 15" wide paper. The examples are omitted from the on-disk documentation. ( Omitted from on-disk documentation.) Page C.1 Appendix D Hints This appendix contains some tips and tricks for advanced users -- how to do things that are not obvious from the menus. It assumes some knowledge of DOS beyond the basics. Using subdirectories for multiple sets of data When you start the program you are asked for the drive and path where your data files are. You can keep multiple sets of data on a hard disk by putting them in different subdirectories. When you want to use data in a different subdirectory, use the Main Menu option Change Data Files and enter the other subdirectory. Multiple selection When you select names for output -- for lists, labels, an export file or just to count -- you can select by only one type of criterion at a time. If you select certain selection categories, you get all the zip codes for names in those categories. If you select certain zip codes, you get all the categories in those zip codes. But what if you want only certain categories and only a range of zip codes? Here's how to do it: 1. Make a separate subdirectory called \MAIL\TEMP or prepare a blank formatted disk. 2. Use the Extract option in the Utility program (available to registered users). When you are asked for the Target path, enter the \MAIL\TEMP subdirectory or the floppy disk. (If you are using two floppy disks, enter A: for the Target and B: for the Source. You can remove the program diskette when it tells you to insert the Target disk.) Page D.1 Reliance Mailing List 2.40 User Manual Page D.2 Appendix D, Hints 3. In the Extract option you are asked to select what names to extract. Make your first selection, for instance only certain selection categories. Then go on to extract the data. 4. Exit the Utility program. If you are on a hard disk, start the Mailing List program and use the Main Menu option Change Data Files to change to the subdirectory or disk where the new files are. If you are using floppy disks, exit the Utility program and put the program diskette in A: and the new data disk in B:. Then start the Mailing List program. 5. Now make a further selection, for instance a range of zip codes. Since you are working with files that contain only the results of a previous selection, the resulting output will contain only those that match both selections. For instance if you first select certain selection categories and then select a range of zip codes, the output will only contain names in those categories and in those zip codes. Using a Laserjet printer This section tells you how to use the Hewlett Packard Laserjet, Laserjet II and similar printers, including the Deskjet Plus. I've tested these procedures with the Laserjet II and the Deskjet Plus. There are two problems. - The program lets you enter only four control codes. These are not enough to put the Laserjet printers into compressed print. - The documentation on disk is intended for continuous-form paper. There is a form-feed and a page header every 63 lines. Because the Laserjet ejects to a new page every 60 lines, every other page contains only a few lines. Compressed print The installation program copies three files to your hard disk or your program diskette: HPSETUP.EXE, HPRESET.EXE and HPMAIL.BAT. By using these files you can print lists and labels in compressed print. 1. Instead of entering MAIL to start the Reliance Mailing List program, enter HPMAIL. Reliance Mailing List 2.40 User Manual Page D.3 Appendix D, Hints 2. In the Mailing List program, go to the Utility Menu and then to Set Up Your Printer. On the Set Up Your Printer screen, enter 14 for the code to turn compressed print on and 15 for the code to turn compressed print off. All the other codes must be zero, and the answer to the form feed question must be Yes. Press Enter to get through all the entries, and then press the space bar to go back to the menu. 3. Now you can print lists and labels using both compressed and normal print. When printing labels, don't print the test pattern first. For printing labels, use Avery 5161 for two-across labels or Avery 5160 for three-across labels. Be sure to select one of these from the Choose Label Style screen, not one of the other styles. The batch file HPMAIL.BAT runs the program HPSETUP, then runs the Mailing List program, and then runs the program HPRESET. HPSETUP sets the laser printer to 60 lines per page and 6 lines per inch, with a top margin of 3 1/2 lines, which is what you need for labels. It also installs compressed print as a secondary font. The control codes on the Set Up Your Printer screen switch between the primary (normal) and secondary (compressed) font. HPRESET sets the printer back to its normal state. Mailing labels Be sure to select one of the HP Laserjet label styles. Otherwise, the last page of labels will stay in the printer and you'll have to press the Form Feed button on the Laserjet control panel to get it out. On-disk documentation The installation program copies HP66.EXE to your program diskette or your hard disk. Use this program to set your printer to print 66 lines per page; then you can print the documentation. 1. Enter: HP66 2. Enter: COPY MAIL240.DOC PRN: 3. Enter: HPRESET Appendix E Technical Information You'll need the information in this chapter if you are a programmer who wants to extract information from or import information into the Reliance Mailing List files. It describes the data files and gives their Turbo Pascal record declarations. It also describes in detail the format of the Export files. If you are not a programmer, skip this. Mailing List Data Files The following files are not shipped on the distribution diskette. They are created by the Mailing List program. MASTER.RM2 The master file containing all the name and address records. INDEX1.RM2 An index file for the Master file. This enables the program to look up name and address records by last name. INDEX2.RM2 An index file for the Master file. This enables the program to look up name and address records by zip code. SCR.RM2 The System Control Record. Contains system-wide information such as the codes for controlling your printer, the selection category names, etc. CONFIG.RM2 A configuration file created on the program disk. Contains the last drive, path and colors selected. Record type declarations Following are the record type declarations for these files. type str1 = string[1] ; str3 = string[3] ; str4 = string[4] ; Page E.1 Reliance Mailing List 2.40 User Manual Page E.2 Appendix E, Technical Information str5 = string[5] ; str9 = string[9] ; str14 = string[14] ; str20 = string[20] ; str30 = string[30] ; str53 = string[53] ; date = record yr : integer ; { 0 .. 9999 } mo : integer ; { 1 .. 12 } dy : integer ; { 1 .. 31 } end ; key1_typ = str5 ; { The key is the first five characters of the last name, stripped of blanks and capitalized. } key2_typ = str14 ; { zip code + key1_typ } mf_rec = record { Master File record } status : longint ; { 0 = active, else deleted } { 4} last_name : str30 ; {31} frst_name : string[18] ; {19} title : string[9] ; { eg, Dr., Mr., Ms., etc } {10} salutation : string[11] ; { Dear ... } {12} addr1 : string[25] ; {26} addr2 : string[25] ; {26} city : string[23] ; {24} state : string[2] ; { 3} zip : str9 ; {10} home_phon : string[14] ; {15} work_phon : string[14] ; {15} usercode : str3 ; { 4} last_amt : real ; { last contribution amount } { 6} last_date : date ; { last contribution date } { 6} tot_amt : real ; { total contribution amount } { 6} flags : byte ; { 8 booleans, user-defined } { 1} end ; { total 218} scr_rec = record { System Control Record } ID : str30 ; { descriptive identification } flagbits : byte ; { 8 booleans. 0 = formfeed, 1 = US zip, } { others are reserved for future use } { label defaults } num_across, { number of labels across } max_len, { max number of chars in one label } start_1, { column to start label 1 } start_2, { column to start label 2 } start_3, { column to start label 3 } start_4, { column to start label 4 } num_lines : byte ; { number of lines in label } { end label defaults } num_recs : longint ; { number of records used } Reliance Mailing List 2.40 User Manual Page E.3 Appendix E, Technical Information prt_init, { printer initialization string } prt_rset : str4 ; { " reset string } cat_name : array [1..8] of str20 ; { selection category names } end ; config_rec = record { Configuration record } bgc, { background color } txc : integer ; { text color } datapath : str53 ; { data path } cfgfill : array [59..128] of byte ; { reserved } end ; var scr : scr_rec ; { system control record } master : mf_rec ; { master record } mf_file : datafile ; { master file -- type def in TACCESS } ix1_file : indexfile ; { index file -- type def in TACCESS } ix2_file : indexfile ; { index file -- type def in TACCESS } scr_file : file of scr_rec ; config : config_rec ; { Configuration data } { Turbo Access constants } const MaxDataRecSize = 218; MaxKeyLen = 14; PageSize = 48; PageStackSize = 16; Order = 24; MaxHeight = 3; Using the data files I do not recommend that you attempt to access these files outside the Reliance Mailing List system. The only exception would be in order to import data from another database into this one or export from this into another one. In either case, you'll need the Turbo Database Toolbox, version 4.0. The easiest way to import data is to have the other database program export it in a comma-delimited text file and then use the Import program, MAILIMPO.EXE (available to registered users), to import it. If the other database can't create a comma-delimited text file, then you'll have to write a program to read its files. The steps to import data in that case are as follows: 1. Create the files with the Mailing List program. This creates a Master file that contains only one record, required by the Database Toolbox functions. 2. Write a program to read the other database and add records to the MASTER.RM2 file. Note that this is a Database Toolbox Datafile. Do not attempt to index the file. Reliance Mailing List 2.40 User Manual Page E.4 Appendix E, Technical Information 3. Use the Fix option of the Utility program (available to registered users) to index the file. This will also update the necessary fields in the System Control Record. To export data, use the Main Menu option Create File to Export Data to create a comma-delimited ASCII file. Then write a program to read that file and write the data to your own files. If you need help with any of this, call me. I'll be glad to do custom programming for a fee, and I may have something already written that can help you. Export File Formats This section gives details about each of the files created by the Main Menu option Create File to Export Data. It only tells how the Mailing List program creates the files; it doesn't give a complete specification of the files. Please refer to the documentation for the program you're working with (Word, Sprint, etc.) for more details. First, some definitions: Field means one piece of information. For instance, First Name is a field and Last Name is another field. Record means all the data for one name. All the fields for, say, John Smith, make up the record for John Smith. Field formats Unless specified differently for a particular file format, each field is formatted as follows. All fields are converted to strings. Mailing List Data Output Format Alphanumeric String Numeric (dollar amounts) String; formatted with commas and two decimal places, as dollars and cents. There's no dollar sign. Example: 999,999.99. Yes/No "Y" if Yes, else null Date "MM/DD/YYYY" Reliance Mailing List 2.40 User Manual Page E.5 Appendix E, Technical Information File Formats All the file formats except WordPerfect are standard ASCII text files. The WordPerfect file is a text file in WordPerfect format. Each line (except WordPerfect) ends with a carriage- return (0DH, Ctrl-M) and a line-feed (0AH, Ctrl-J). The files do not end with a Ctrl-Z character. No line can exceed 255 charac- ters (240 for Lotus 1-2-3). If any line would exceed the limit, it's not written and a message appears at the end of the process telling how many weren't written. Wordstar-style comma-delimited Each name and address record is on one line. All records contain the same number of fields. Fields are variable length in the standard format (see above), except as follows: - No field contains double-quotes. - Each field in the line is separated from the next by a comma. - If the field contains a comma, it's surrounded by double- quotes ("). The double-quotes are inside the commas. Example: ,"Building A, Room 101", - If the field doesn't contain a comma, it's not surrounded by double-quotes. Example: ,Building A Room 101, - There's no comma after the last field in a line. - A null field (no value) is indicated by two commas in succession. A null field at the end of a line is indicated by a comma and then the carriage-return and line-feed. Example: Jonathan,,Sachs,Austin,TX,78799, Basic-style comma-delimited Each name and address record is on one line. All records contain the same number of fields. Fields are variable length in the standard format (see above), except as follows: - No field contains double-quotes. - Each field in the line is separated from the next by a comma. - All non-numeric (non-dollar) fields are surrounded by double-quotes (") regardless of whether they contain any commas. The double-quotes are inside the commas. Reliance Mailing List 2.40 User Manual Page E.6 Appendix E, Technical Information Example: ,"Building A, Room 101", - Numeric (dollar) fields are formatted with no commas and are not surrounded by double quotes. - There's no comma after the last field in a line. - A null field (no value) is indicated by two quotes. Example: "Jonathan","","Sachs","Austin","TX","78799","" Lotus 1-2-3 import file This is exactly the same as the BASIC-style comma-delimited format except that no record may exceed 240 characters. Microsoft Word This is exactly the same as the WordStar-style comma- delimited file except that the first record is a special header record containing the names of the fields in the succeeding records. The second and succeeding records contain Mailing List data. Each name in the header record is one word. The names of the fields in the header record are as follows: firstname zipcode category1 lastname homephone category2 title workphone category3 salutation usercode category4 address1 lastamount category5 address2 lastdate category6 city totalamount category7 state category8 WordPerfect This is a WordPerfect, not a standard ASCII text file. Each line is terminated by only by a line-feed (0AH, Ctrl-J). There is no carriage-return (0DH, Ctrl-M). Each record spans more than one line. All records contain the same number of fields. Fields are variable length in the standard format (see above). Each field is terminated by a Ctrl-R character (12H) and then the line-feed. A null field (no value) is indicated by a line consisting only of a Ctrl-R character and then the line- feed. After the last field there is an additional line containing only a Ctrl-E character (05H) and then the line-feed. Reliance Mailing List 2.40 User Manual Page E.7 Appendix E, Technical Information Sprint This is a standard ASCII text file. It's in two sections, a Template section and a Data section. The Template section contains the following information: - Line 1 starts with the following text: @TEMPLATE{ - The rest of line 1 and all succeeding lines in the Template section contain one field name each. The field name is the same as in the Microsoft Word header record (see above). The field name is enclosed in angle-braces (<>). Example: <firstname> - Each field name except the last one has a semicolon (;) after it. There's no semicolon after the last field name. - After the last field name there's a right curly brace (}) and then a blank line. The Data section contains the following information: - Line 1 contains the following text: @DATA - The rest of the Data section contains records for the name and address data. A record spans more than one line. All records contain the same number of fields. Each field occupies one line. Fields are variable length in the standard format (see above), except that no field contains a semicolon (;). - There's a semicolon (;) after each field name except the last. There's no semicolon after the last field name. There is a blank line after the last field. - Null fields (no value) are indicated as follows: * If it's not the last field, a semicolon on a line by itself. * If it's the last field, a blank line. Here's an example of both the Template and Data sections: Reliance Mailing List 2.40 User Manual Page E.8 Appendix E, Technical Information @TEMPLATE{<firstname>; <lastname>; <address1>; <address2>; <city>; <state>; <zipcode>} @DATA Flesh; Gordon; 123 Maple Street; ; <-- missing address line 2 Austin; Tx; 78705 Franklin; Patterson; Castle View Condo, Bldg 3; 4456 Castle View Plaza; San Antonio; Tx; <-- blank line for missing zip Noah; Zark; 44 Mongo Way; ; Austin; Tx; 78704 Appendix F History of revisions Earlier versions Version 1.0 was written in SBASIC on a CP/M Kaypro in 1984. There was no corresponding MS/PC-DOS version. It was pretty good for its time and was an interesting programming exercise. There were quite a number of users. Version 2.0 was a completely new program written in Turbo Pascal for both CP/M and MS/PC-DOS. It was designed for a political campaign; the candidate made a respectable showing but did not win. The program was then used in another campaign for another candidate to keep track of supporters. That candidate won and I was happy to have had a part in the victory. This was the first version to have the selection criteria, the contribu- tion field, and so forth. I used the Turbo Database Toolbox to maintain the data files and the indexes. Version 2.01 was a minor upgrade. Selection categories were now printed with each name on the list and the list of selection category titles was printed at the end of the list. Version 2.10 was a major upgrade. It included several new ways to print labels, new list formats, the ability to pause to put new labels in the printer and several other enhancements. For the first time, a utility program to recover damaged data files was available to registered users. Version 2.20 was another major upgrade. This version was written in Turbo Pascal 4.0, which made it faster, and the new features made it easier to use and more powerful. Some of the important new features were: A much better Browse function; more latitude in selecting names for output; more label formats; the Extract feature; support for non-U.S. postal codes; colors; and better error handling. There were a number of minor upgrades, versions 2.20a, b, etc., up to 2.21. These were never officially released as shareware, but registered users got them as I enhanced the program little by little. Version 2.30 was a major upgrade and included six different Export file formats, the ability to define your own label style, better support for the HP Laserjet and Deskjet, and better Page F.1 Reliance Mailing List 2.40 User Manual Page F.2 Appendix F, History of revisions support for subdirectories. The Registered User program added the ability to find duplicate names, and I added the Import program as well. Version 2.40 Version 2.40 is another major upgrade. Improvements over prior versions include the following: - You can print multiple labels for a single name. When you select Print Labels, you get a choice of different names on each label or the same name on each label. If you choose the same name on each label, you pick the name, pick the label style, enter the number of labels to print and then print the labels. - You can have the program enter the current date automatically when you add a name. Choose "Change other options" from the Utility menu and enter Yes at the appropriate question to turn this option on. - You can print the labels all in upper case or as they appear on the screen. The U.S. Post Office recommends that you print all in upper case; it makes it easier for them to sort the mail. Choose "Change other options" from the Utility menu and enter Yes at the appropriate question to turn this option on. - I've improved the appearance of various data entry screens and added additional instructions to them. There are numerous other small improvements. These improvements came about because users asked for them. If there is a feature you'd like to see, write or call me. I intend to keep improving this program until it has no peer. Appendix G Reliance Software Order form Other Reliance software The Reliance Mailing List is one of several software products from Reliance Software Services. Others include the Nonprofit General Ledger program and the source code to the user interface used in the General Ledger and the Mailing List program. To order your Registered User copy of the Reliance Mailing List or any of the other products, use the order form below. Nonprofit General Ledger The Nonprofit General Ledger program is a powerful, yet easy-to-use accounting program designed specifically for the small nonprofit organization. Accounting for nonprofits is different from accounting for for-profit organizations. Nonprofits need to keep track of how much money is spent on different service programs. They also need to know where the money from different funding sources goes. This program keeps track of both. The program does the following: - Separates revenues and expenses according to service program and funding source. This makes it easy to report expenses to funding organizations. - Prints a consolidated income statement and balance sheet as well as detailed income statements for each service program and funding source. You get an accurate picture of the organization's financial position. - Prints a great variety of other reports, including a trial balance and budget variance reports. - Provides a complete audit trail of all transactions. Your auditor can easily verify the accuracy of your financial statements. - Compares actual to budgeted expenses and receipts. This helps you to manage the organization effectively. - Shows the effect of transactions on the budget immediately, as they are posted. If an expenditure would exceed the budget, you can post it to another budget category instead. Page G.1 Reliance Mailing List 2.40 User Manual Page G.2 Appendix G, Reliance Software Order form This eliminates the need to go back and make adjustments later. - Is extremely easy to use; data entry is simple and intuitive, and all program functions are menu-driven. Your books will always balance; the program prevents you from making an unbalanced entry. The Registered User version costs $40. You get the Nonprofit General Ledger program and the Utility program with complete documentation on disk. For $55, you get the disk plus a nicely printed copy of the documentation. User Interface source code The menu-driven user interface used in Reliance products was written up in Computer Language magazine, October 1987, page 57 and April 1988, page 117. Features include: - On-screen data entry forms with complete cursor control - "Bullet proof" data entry of strings, real numbers, integers, booleans and dates - Control of screen attributes and colors You can get the Turbo Pascal source code for only $6. You can freely use the source code in your own applications without paying any royalties. The disk contains code for both Turbo Pascal 3.0 and for 4.0 and above (but not TP for Windows). Reliance Mailing List 2.40 User Manual Page G.3 Appendix G, Reliance Software Order form Order Form Use this form to order the Registered User version of the Reliance Mailing List, version 2.40. Mail the form to: William Meacham Reliance Software Services 1004 Elm Street Austin, Tx 78703 Make checks payable to William Meacham. Your name: ____________________________________________ Address: ____________________________________________ ____________________________________________ City, State, Zip: ____________________________________________ Product Price Reliance Mailing List 2.40, manual on disk $ 30 ____ Nonprofit General Ledger 1.12 Shareware version $ 7 ____ Registered User version, manual on disk $ 40 ____ User Interface Source Code $ 6 ____ Total enclosed: _______ Please send 5 1/4" disk _____ 3 1/2" disk _____ NOTE -- If you purchase the Shareware version of a product from Reliance Software Services, you may deduct the cost from the fee for the Registered User version. THANK YOU!